Create a Workflow to Notify Users

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The Workflow is created based on the following scenario...

Mary regularly sends documents for review (and not approval) to her Supervisor. She wants the supervisor to be informed whenever documents needs to be reviewed.


1.To create a good workflow it is important to document the business process before designing the workflow in the workflow designer.
2.All instructions in the Create Workflows...  and Examples sections of this help file assume that you have five users called Supervisor, Manager, John, Mary and Jack. It is highly recommended that you create these Globodox users. This will make it easier for you follow the instructions below.

To Create a Workflow to Notify Users

1.In Globodox, select the Tools tab and click the Workflow Designer button. This will bring up the Workflow Designer window.
2.Click the New button to create a new workflow. The Designer pane and the Properties pane will now be activated.
3.In the Properties pane enter a name for the workflow in Name box. We will enter SendMessage.
4.Enter additional information about the workflow in the Description box. We will enter This workflow is used to notify users.
5.Enter the no of days in which this workflow should be completed in the Duration (in days) box. If the workflow is not completed in the given time it will be marked as Red in the Workflow monitor.
6.Drag the Send Message task from the Task pane and drop it on the <<Add Tasks here>> in the Designer pane.
7.The Send Message properties will now be displayed in the Task Properties pane.
a)Enter a name for the task in the Name box. We will enter NotifySupervisor.
b)Select the users that you want to notify by clicking the [...] button next to the Sender List box. We will select the Supervisor's name.
c)Enter a subject for the notification in the Subject box. We will enter Documents to be reviewed
d)Enter a short message to be sent along with the documents in the Message box. We will enter Please review these documents.
e)Enter the time in which this activity should be completed in the Duration (in hours) box. If the activity is not completed in the given time it will be marked as Red in the Users Inbox.
f)Specify the mode to send the message. By default messages are sent using the im mode (internal messaging). The messages sent by this mode will sent to the users Inbox (Messages) folder
If you wish to send the message to a user's email address then type email in the Mode box. (Note: You will need to configure Workflow to send messages to a user's email address For more info see Configure Workflow to send messages to users E-mail address)
8.Click the Save button to save the workflow.
9.Click the Publish button to publish the workflow to all the users. This workflow will now be available for the Globodox user from the Route option.



You can also create workflows using conditions and loops. For more info see, Conditions and Loops

Related Topics

Create a Workflow to Approve Documents
Send a Message to Globodox Users



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