Notification Workflow Action Plugin

Within the BS Skills, there is a new Workflow Action Plugin available, that allows within one action to notify other users by either

  • Sending an E-Mail
  • Creating a Task
  • Creating multiple Tasks with forward- and backward-timing

For both actions also other plugins exist already. However, both can not be configured out of the box and come with some complexity or require coding an XML template. To simplify these common tasks this plugin was added. The plugin shows up in the Workflow Action editor as "BS Notification" action component:

Sending an E-Mail

To inform other users about the workflow action by E-Mail, select "E-Mail" as one of the "Methods". This will add parameters for the "E-Mail Definition":

Most of the parameters provide

  • default values and
  • support tokens that will be replaced by values at runtime.

The Tokens are shown on hover of the question mark next to the parameter names:


The E-Mail will be generated using a standard template, that looks like this:


The header of the template will be derived from the CORE / Skin / Portal Header settings:


The following parameters are available:

ParameterDescription
ACAC of the E-Mail
CCCC of the E-Mail
SubjectSubject of the E-Mail
HeaderHeader text at the left top area of the E-Mail
TitleLarge title in the middle of the top area
Send for each ItemIf activated for each workflow object a separate E-Mail is generated, if the action is applied to more than one object.
Overwrite default Message

By default the following message will be sent:

<p>The user <a href="mailto:{UserEmail}">{UserName}</a> executed the Workflow Action "{Action}" on </p>

{LinkReview}

<p>Click on the link/s to review the item/s or directly login to <a href="{Login}">{Project}</a>.</p>

<p>The ownership for the item/s is assigned to <a href="mailto:{OwnerEmail}">{OwnerName}</a>.</p>

<p>{ActionDescription}</p>

<p style="color: #AAAAAA;">

You receive this message because the Contentserv workflow administrator has added you as a

recipient for this event. Please contact your workflow administrator, if you do not want to

receive further messages.

</p>

This default message may change in the future without prior information. If you provide your own message here, you can use all tokens listed in the tooltip.

Within these parameters the following tokens can be used:

TokenReplacement

{UserName}

Name of the Executor
{UserEmail}E-Mail of the Executor
{OwnerName}Name of the item Owner
{OwnerEmail}E-Mail of the item Owner
{Action}Label of the action
{ActionDescription}Description of the action
{Label}Label/s of the item/s
{Link}Link/s to the item/s editor
{LinkReview}Link/s to the items/s review editor
{Project}Name of the project
{Login}Login URL of the project'

Creating a Task

Another common concept of notification and especially involving others in the workflow is creating a task and assigning them to the users. This can be accomplished with the "Method" selection "Task":

The workflow action will automatically create a task and attach it to the object, visible in the objects "Tasks" pane:

Such tasks can play an important role, for example when listed in the user's dashboard or when blocking the next workflow step before they are done:

The following parameters are available to define the task details:


ParameterDescription
TitleThe Label or Caption of the Task
StateThe Task Workflow State the Task is created with
OwnersOne or multiple CS users which should become the owners of the task. When selecting multiple owners multiple tasks are created with each task being assigned to one owner.
Weekdays to completeEach task has an attribute "Due by" that indicates when the task is expected to be in a completed state. When the task is created by the workflow action the current date is used, two working days are added (without respecting public holidays) and then set as "Due by" date.

The tasks created by this workflow action plugin are contributed by the Contentserv module "Project Manager". For that reason, this plugin requires also the "Project Manager" to be licensed. Please review the documentation of the "Project Manager" for further details about task management within Contentserv.

Creating multiple Tasks with forward- and backward-timing

A third option is available now that allows creating a whole list of tasks in one workflow action.


The list itself has to be prepared in the Project Manager module at

  • Project Manager
  • Browse
  • Settings
  • Templates


For each template multiple tasks can be created:


The template tasks here allow defining relative dates for the fields

  • Due by
  • Planned from
  • Planned by

Positive numbers will be added as days or weekdays, negative numbers will be deducted.

Once the template tasks are defined, you can select them here:


The setting "Date Reference" decides which timestamp is used for the relative dates.

The following settings are available

  • Current Date: Timings are relative to the current timestamp
  • Valid From: Timings are relative to the "Valid From" standard attribute of the object
  • Valid To: Timings are relative to the "Valid To" standard attribute of the object
  • Custom: Timings are relative to a selectable attribute of the object