Set up email notification for an activity

  1. On the Extended Properties page for the activity, click the Activity Notifications tab.
  2. To notify resources when activity becomes pending in their work queue, click Yes for Send Email to Usable Resources when Activity Pending.
    Note The other options in this page become available when you select this option.
  3. To select recipient email addresses, do one of the following:
    • To send an email only to the address specified for assigned worker groups (not to individual members within a group), plus any additionally assigned workers, click Group Address. Assigned worker groups/workers are usable resources allocated to an activity. Email addresses are configured at the time of configuring a resource. See Create a resource and Create a group resource for more information.

      Note Assigned worker groups/workers are usable resources allocated to an activity.

      Email addresses are configured at the time of configuring a resource. See Add a resource and Create a group resource for more information.

    • To send an email to the addresses of each member within assigned worker groups, and to any additionally assigned workers, click Group Member Addresses.
  4. Set the subject for your email as a variable or plain text.
    • To set the subject of the email as a variable, consume the required variable in the Subject box.
    • To set the subject of the email, as plain text, click Static and enter the subject in the Subject box.
  5. Similarly, set the message and URL for the email.
    Note The URL is a link to the location of the web page where the user can take and complete the pending activity. The user clicks the URL within the email to view the details of the activity.
  6. To append the name of an associated file to the URL, click Yes for Append Associated File.

    The associated file is configured using the Associated File property of the activity.

  7. Click Save, which saves all activity notification settings to both the process and activity levels.
    Note At runtime, when a job is created based on the process map, an email is sent to the usable resources of the activity for which the activity notification was enabled.