During the execution of the workflow the approvers and watchers get various email notifications. Emails are sent for the following events:

• Approval required

• Approval successfully completed

  • Confirmation to approver

  • Notification to others

• Denial successfully completed

  • Confirmation to approver

• Notification for the watchers (triggered by passing through a watcher step in the workflow)

• Creation workflow

  • Step assigned

  • Creation workflow finished

• Workflow authority has been delegated to user

For each of these events and for each document type there is a template. You can customize the subject and body of these emails.

Currently, English and German versions of the templates are available (but you can add other languages) and you can choose from these two languages in Email Language in the User Admin section.

The email is delivered to the email address of the user specified in the User Admin section. If the user becomes inactive (the account is deactivated) in the meantime, the email is sent to the Partition's email address (which is mandatory for all partitions as of the Mojito version).

Enable Email Notifications

Make sure:

• The SMTP server is configured (if you run your Pricefx instance on premises). 

• Users who are involved in the approval workflow have the checkbox Receive WF Emails checked in the User Admin section. 

Note that you can disable workflow notifications for certain types of workflow events (e.g., a step approved) or individual message types (e.g., step denied for Agreements/Promotions).

If you assign a workflow step to a user group, you can define in the workflow logic that only some of the group members receive notifications – use the method withNotificationOnlyToUsers and add user login names as parameters.

Workflow Emails Processing

Pricefx handles workflow emails in the following way: 

1. Pricefx generates an email task (e.g., for an approval action).

2. The task is picked up regularly by an email processor which sends it to the mail gateway (SMTP server).

3. The mail gateway puts it into a mail queue and processes it as part of the queue.

4. The mail gateway sends it to the destination mail gateway which again puts it into a queue.

5. In the mean time, another email may get processed.

6. The email is delivered to the inbox.

You can monitor the progress of email processing on the Emails page.