How To Setup Workflow-Triggered Emails

Modified on Tue, 18 Jan 2022 at 03:00 PM

This guide walks through the steps required to automatically send an email to users when they are moved into a specific workflow process. 

  • Setup a new test User Migration workflow process

  • Move a test user into this process

  • Administration -> Extensions -> Servicing Plans -> User Migration Plans

  • Service Plans -> New Service Plan
  • Plan Name: <As required> e.g "Send email for Process Migrating", click New Plan
  • Data Source: Select Processes -> Choose test Process
  • Don't tick Reset Prior to Run
  • New Service Plan Actions (Publishers)
    • Event: On-Publish
    • Action: Send Email
    • Target: Email name
    • Param: Schedule:[Timestamp]
  • Validate the plan
  • To test: 
    • Click Run Plan Evaluator - It should find the users in the process
    • Click Run Plan Scheduler - It should find the users in the Process who haven't been "Completed" by the plan previously
    • Click Run Plan Actions - This will add the emails to the queue for the in-scope users; they can be removed from the queue with right-click 
    • IMPORTANT: Never click the Reset Plan or Reset, Eval, Schedule & Publish buttons as this will reset the "Complete" status for each user who has been processed, and they will receive the email a second time when the plan next runs

Further Support

If you require further support, please visit ManagementStudio's Service Desk to search the knowledge base or create a new support ticket.