Email activity

A workflow can contain an Email activity which allows you to send an email notification to selected recipients.

• Recipients: The user or users who will receive the email. Choose from:
  • Initiator: The email is sent to the person who completes an action that triggers a workflow, for example a user who adds or edits an asset.
  • Specific User(s): The email is sent to one or more specified recipients.
  • Role(s): The email is sent to all users who have been assigned to a particular role. If you select this option, a field will appear where you can select the name of the role, such as Data Steward or Business Owner. You can select more than one role. If you define a backup role, the system will initially look for users assigned to the first role, before looking for users assigned to the backup role. For example, if there are no Data Stewards, send the email to the Business Owner.
  • Group(s): The email is sent to all users who are currently members of the selected group. When this option is selected, a field is displayed for you to select the group. The group must already exist on the system, and only users who are members of the group at the time that the workflow activity is initiated will receive the email.
• Email Setup: Type the subject and the body of the email. You can use tokens as placeholders to add workflow information to the body or subject of the email by clicking Insert token.