TABLE OF CONTENTS

• Introduction
• Overview
  • Step 1: Identify the Processes and Sub‑Processes
  • Step 2: Confirm Team Email Groups
  • Step 3: Build the Email Template
  • Step 4: Configure the Notification Trigger
    • Conditional Routing Logic
  • Step 5: Test the Notification
  • Step 6: Activate and Monitor
• Further Support

Introduction

This guide explains how to configure automated email alerts that are sent whenever an item is moved into a process or sub‑process. These notifications ensure the correct teams are informed as soon as an item enters their workflow stage. 

The example that follows will use the Applications module to illustrate the concept although this approach applies to all modules within ManagementStudio. 

Overview

When an app is reassigned to a new process or sub‑process, the system can trigger an email notification. Each sub‑process can be mapped to a specific team, allowing targeted communication without manual intervention.

You will configure:

• The trigger: “App moved to a process/sub‑process”
• The routing logic: Which team receives the email
• The email template: What the notification contains

Step 1: Identify the Processes and Sub‑Processes

Before creating notifications, list the exact process structure used in your environment.

• Main process (e.g., Application Review)
• Sub‑processes (e.g., Initial Triage, Technical Review, Compliance Check, Approval)
• Make a note of the internal ids for each of the processes

Each sub‑process should have a corresponding team or distribution list.

Step 2: Confirm Team Email Groups

Ensure each team has a valid email address or distribution list. Examples:

• Technical Review Team → techreview@teeconsultingcompany.com
• Compliance Team → compliance@teeconsultingcompany.com
• Approval Team → approvals@teeconsultingcompany.com

These addresses will be used in the send email.

Step 3: Build the Email Template

Create a clear, informative email that includes key details about the application.

• Navigate to Administration->Applications->Email Templates
• Click here to add new item
• Enter a descriptive name and category
• Click on the Edit icon
• Populate the email as required
  • App name
  • App ID 
  • New process/sub‑process
  • Date/time of movement
  • Assigned owner (if applicable)
  • Link to the app record

Example subject line:
App Moved to Technical Review – [App-AppName]

Example body:

The app [App-AppName] has been moved to Technical Review.

• App ID: [App-AppID]
• Description:[App-Description]
• Date/Time: [Timestamp]

You can view the app here: [Link]

Step 4: Configure the Notification Trigger

• Navigate to Administration->Applications->PowerShell Scripts
• Click here to add new item to create a new script
• Click on the Edit button
• Enter the following code

Write-MSDebug -LogText "Id= $($ScriptArgs.EventData.Id)"

if ($ScriptArgs.EventData.ToSubProcessId -in @(257, 256)) {
    Send-MSEmails -Module Applications -ToIds $ScriptArgs.EventData.Id -ScheduleSendAt (Get-Date) -SpreadOverHours 0 -EmailTemplateId 508
    Write-MSDebug -LogText "Sending Email Template Initial Triage"
}

if ($ScriptArgs.EventData.ToSubProcessId -in @(257)) {
    Send-MSEmails -Module Applications -ToIds $ScriptArgs.EventData.Id -ScheduleSendAt (Get-Date) -SpreadOverHours 0 -EmailTemplateId 509
    Write-MSDebug -LogText "Sending Email Template Technical Review Team"
}

if ($ScriptArgs.EventData.ToSubProcessId -in @(258)) {
    Send-MSEmails -Module Applications -ToIds $ScriptArgs.EventData.Id -ScheduleSendAt (Get-Date) -SpreadOverHours 0 -EmailTemplateId 510
    Write-MSDebug -LogText "Sending Email Template Compliance Check Team"
}

if ($ScriptArgs.EventData.ToSubProcessId -in @(259)) {
    Send-MSEmails -Module Applications -ToIds $ScriptArgs.EventData.Id -ScheduleSendAt (Get-Date) -SpreadOverHours 0 -EmailTemplateId 511
    Write-MSDebug -LogText "Sending Email Template Approval Team"
}

• This ensures the script is triggered only when an app transitions into the relevant sub-process

Conditional Routing Logic

Example logic:

• If app enters Initial Triage → it triggers a send to the Triage Team
• If app enters Technical Review → it triggers a send to the Technical Team
• If app enters Compliance Check →  it triggers a send to the Compliance Team
• If app enters Approval → it triggers a send to the Approvals Team

This ensures the correct team is notified automatically.

Step 5: Test the Notification

Move a test app through the process to confirm:

• The trigger fires correctly
• The correct team receives the email
• The email content displays as expected

Step 6: Activate and Monitor

Once testing is successful:

• Enable the automation
• Monitor the first few real transitions
• Confirm teams are receiving notifications consistently

Further Support

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