Customizing email notifications

You can define a customized email template for notifications associated with approval process tasks. You can define the template in multiple languages, and the message sent to each user depends on their locale setting in the user repository associated with Process Server.

About this task

You can define customized email templates that override the default email template. The templates are defined in html. You could, for example, include artwork for your company's logo in the customized template, or links to intranet pages.

You can use the token ${task_description} in your template to represent the name of the WSRR object to be reviewed (do not translate this token). You must use the following file names for the different language versions of your customized template:

pt-BR - WSRRApprovalProcessEmail_pt_BR.html
fr-FR - WSRRApprovalProcessEmail_fr.html
de-DE - WSRRApprovalProcessEmail_de.html
it-IT - WSRRApprovalProcessEmail_it.html
ja-JP - WSRRApprovalProcessEmail_ja.html
ko-KR - WSRRApprovalProcessEmail_ko.html
zh-CN - WSRRApprovalProcessEmail_zh.html
es-ES - WSRRApprovalProcessEmail_fr.html
zh-TW - WSRRApprovalProcessEmail_zh_TW.html
cs-CZ - WSRRApprovalProcessEmail_cs.html
hu-HU - WSRRApprovalProcessEmail_hu.html
pl-PL - WSRRApprovalProcessEmail_pl.html
ru-RU - WSRRApprovalProcessEmail_ru.html
ar-EG - WSRRApprovalProcessEmail_ar.html
en-US - WSRRApprovalProcessEmail_en.html

You set a WebSphere environment variable to inform the approval process that you have defined a customized email template, giving the path to the location of the files as the value of the environment variable.

Procedure

Create the required email template html files (including different language versions as required).
Define the WebSphere environment variable WSRR_APPROVALPROCESS_EMAIL:
1. Open the WebSphere Administrative Console.
2. Select Environment > WebSphere Variables
3. Specify the scope of the variable by selecting your node name from the list.
4. Click New.
5. Enter the name WSRR_APPROVALPROCESS_EMAIL and set the value to the directory holding your email templates, for example, C:\templates. Optionally specify a description of the variable.
6. Click OK.

Example

Create English, French, and German versions of your email template in the following files:

C:/templates/WSRRApprovalProcessEmail_en.html
C:/templates/WSRRApprovalProcessEmail_fr.html
C:/templates/WSRRApprovalProcessEmail_de.html

Create the environment variable WSRR_APPROVALPROCESS_EMAIL and set its value to C:\templates.