Customizing email notification templates in workflows

You can customize email notifications for end stages and any action that doesn't end with an end stage.

About this task

Procedure

  1. Click Administration menu > Solution Configuration > Workflows.
  2. Click the workflow that you want to edit.
    The GRC Workflow Designer opens.
  3. On the canvas, select the action or end stage for which you want to customize the email notification templates.

For actions, use the following steps:

  1. In the Action properties panel, expand the Email section, and set the following options to True to send email notifications when the action completes:
    • Notify Assignees

      When you set Notify Assignees to True, the Customize link is displayed so that you can customize the assignee subject and body templates for email notifications.

    • Notify Subscribers

      When you set Notify Subscribers to True, the Customize link is displayed so that you can customize the subscriber subject and body templates for email notifications.

  2. To customize email notifications for subscribers or assignees, click Customize. For the subject and body of the email, choose one of the following steps:
    1. Select a template from the list of templates and edit the string. Any changes made to the string apply to any email notification that uses the string.
    2. Click Copy to new template, enter a template name, and click Copy.

      Edit the text for the new template.

  3. To translate the templates, click Translations and do one of the following steps:
    • Enter the translation of the application text for each language.
    • If it is displayed, click Auto Translate icon to populate translated application text for each language. For more information, see IBM Watson Language Translator.
  4. To preview the email message, click Preview.
  5. Click Done.

For an end stage, use the following steps:

  1. In the Stage properties panel, expand the End Stage Notifications section, and click Customize email template.
  2. For the subject and body of the email, choose one of the following steps:
    1. Select a template from the list of templates and edit the string. Any changes made to the string apply to any email notification that uses the string.
    2. Click Copy to new template, enter a template name, and click Copy.

      Edit the text for the new template.

  3. To translate the templates, click Translations and do one of the following steps:
    • Enter the translation of the application text for each language.
    • If it is displayed, click Auto Translate icon to populate translated application text for each language. For more information, see IBM Watson Language Translator.
  4. To preview the email message, click Preview.
  5. Click Done.

Results

Changes to text in an existing email template or new email templates that are created in the Workflow Designer can be seen on the Application Text screen, and any edits that are performed on the Application Text screen can be seen in the Workflow Designer. The name of the template you see in the Workflow Designer is prefixed with com.wf.email.template. for the corresponding name on the Application Text screen. For more information about editing application text, see Modifying application text.