Workflow Actions > Email Notification

Avatar
Jamie
Follow

Email notifications can be sent at defined points during a one2edit™ workflow.

After adding the Email Notification action to your workflow, you must set up the email text and recipients.

Add Email Notification Action

  1. Drag and drop the Email Notification action into the desired field.
  2. Double-click the action, or select Edit from the action's option menu, to open the Action Editor dialog.

NOTE: The Workflow Actions dialog is opened by double-clicking on any Drop actions here field in a Workflow.

Edit Notification

The screenshot above shows an example before and after scenario.

  1. Subject: This will be the subject line of the email notification.
  2. Text: Text entered here will be the body text of the email. You can insert variables via the Insert Variables menu. 
  3. Insert Variables: Variables are inserted at the cursor's position in the Text field. Documentrefers to the document that has the workflow assigned to it.
    • System: Name: The name given to the one2edit™ system.
    • System: URL: The URL of the one2edit™ system.
    • Company: ID: The ID of the current Client Workspace.
    • Company: Name: The name of the current Client Workspace.
    • Document: ID: The ID of the document.
    • Document: Name: The text from the Name field of the document.
    • Document: Version: The text from the Version field of the document.
    • Document: Pages: The page numbers and names, as shown in the Pages field of the project.
    • Document: Description: The text from the Description field of the document.
    • Document: Lastedit Date: The date and time of the last edit made to the document.
    • Document: Owner Name: The full name of the user who created the document.
    • Document: Owner Contact: The username (i.e. email address) of the user who created the document.
    • Document: Owner Domain: The domain of the user who created the document.
    • Document: Lastuser Name: The full name of the user who last opened the document for editing.
    • Document: Lastuser Contact: The username (i.e. email address) of the user who last opened the document for editing.
    • Document: Lastuser Domain: The domain of the user who last opened the document for editing.
    • Document: Word Count: The word count of the entire document.
    • Document: Character Count: The character count of the entire document.
    • Content Group: ID: The ID of this workflow's Content Group.
    • Content Group: Name: The name of this workflow's Content Group.
    • Content Group: Word Count: The word count for the entire content group.
    • Content Group: Character Count: The character count for the entire content group.
    • Workflow Step: ID: The ID of the current workflow step.
    • Workflow Step: Name: The name of the current workflow step.
    • Workflow Job: ID: The ID of the Job.
    • Workflow Job: Word Count: The current word count for the job step.
    • Workflow Job: Character Count: The current character count for the job step.
    • Source Language: Name: The name of the source language in this translation workflow.
    • Source Language: Code: The ISO code of the source language, in the form xx_XX.
    • Target Language: Name: The name of the target language in this translation workflow.
    • Target Language: Code: The ISO code of the target language, in the form xx_XX.
    • Target Language: ID: The one2edit ID of the target language.
    • Download Link: The URL for downloading the exported file.
    • Download Expire Date: The time and date at which the download link will expire (i.e. 7 days from when the file is generated).
  4. Recipient(s): There are four options to choose for the email recipients. All options allow you to enter an address in the CCfield.
    • Specific: You must provide email addresses for all recipients.
    • Step users: An email will be sent to all users of the current workflow step. Please note: the Completion field has no users, so no email will be sent.
    • Document owner: The owner of the document (i.e. the user that created the document in one2edit™) will receive the email.
    • Workflow starter: The user who started the workflow (i.e. started it in the workflow view, or via a Template) will receive the email.

NOTE: Use commas to separate email addresses in the To or CC fields.

Powered by Zendesk