TABLE OF CONTENTS

• Configuring Automated Emails When Users Enter a Workflow Process
  • Prerequisites
  • Workflow Overview
  • Step 1: Create or Use a Workflow Process
  • Step 2: Move a Test User into the Workflow Process
  • Step 3: Configure a Service Plan
  • Step 4: Add Actions to the Service Plan
  • Step 5: Validate and Test the Service Plan
• Further Support

Configuring Automated Emails When Users Enter a Workflow Process

This guide describes how to set up ManagementStudio to automatically send emails when users are moved into a specific workflow process. 

Prerequisites

• Administration access rights.
• An existing or test workflow process for automation.

Workflow Overview

1. Create or identify a target workflow process.
2. Move a test user into the process.
3. Configure a service plan.
4. Add email actions to the service plan.
5. Validate and test the service plan.

Step 1: Create or Use a Workflow Process

• Set up a test workflow process (e.g., user migration) or identify an existing process to use.
• For example: 2. Validating \ Validating process.

Step 2: Move a Test User into the Workflow Process

• Move at least one test user into the target workflow process for testing.

Step 3: Configure a Service Plan

1. Navigate to:
   Administration → User Migrations → ESM Servicing Plans

2. Select Service Plans → New Service Plan.

3. In the Plan Name field, enter a descriptive name (e.g., Send email for Process Migrating).

4. Click New Plan to create the service plan.

5. In the Ribbon, for Data Source, click Select Processes and use Add Process to select the target process.

6. In Schedule Settings:

   • Select a schedule in Schedule To Run At #1.
   • Ensure Always Re-Run ESM is not checked.

Step 4: Add Actions to the Service Plan

Under Service Plan Actions (Publisher):

• Set Event to On-Publish.
• Set Action to Send Email.
• For Target, select the appropriate email template from Administration → User Migrations → Email Templates.
• Set Param to Schedule:[Timestamp].

Step 5: Validate and Test the Service Plan

1. Verify the service plan configuration.
2. Optional test steps:
   • Click Run Plan Evaluator to identify users in the workflow process.
   • Click Run Plan Scheduler to identify users in the process who have not been marked as "Completed" by the plan.
   • Click Run Plan Actionsto queue emails for all in-scope users.
     • Tip: To remove a user from the email queue, right-click the entry and select the appropriate option.
   • Important:
     Do not use Reset Plan or Reset, Eval, Schedule & Publish.
     These options reset the "Complete" status for all users processed by the plan, causing emails to be resent on subsequent runs.

Further Support

For additional help, visit the ManagementStudio Service Desk to search the knowledge base or submit a support ticket.