Table of Contents
Text modules - System e-mails
In the menu Settings > Emails and text modules you can configure the email accounts and text modules. In this menu you will find the text modules of the system. You can edit these text modules in the…
In the menu Settings > Emails and text modules you can configure the email accounts and text modules.
In this menu you will find the text modules of the system. You can edit these text modules in the same way as the case emails.
Only the standard print templates can be attached.
General System Emails
Name | Event that causes the e-mail to be sent | Recipient |
Import log email | A scheduled import of data was performed. | The email address that was entered for notification when the scheduled import was created. |
Password request | A user clicked the <Forgotten your password?> button on the SmartProcess login screen to reset his password. | The email address of the user who requested the password reset. |
Registration-Username/Password-EMail | A new user was created manually in the user administration. Or Users were created via import and Yes was entered in the 'Send access data to new user' column for the imported user. | The email address that was stored in the profile of the new user. |
System Emails Processes / Documents
Name | Event that causes the e-mail to be sent | Recipient |
Document management - Document has been published | A document was published without the approval workflow and the checkbox to suppress email notification was not selected. |
The mentioned users will only be notified if in their user profile the email notification setting 'Email notification in case of publishing assigned processes, documents or favorites' is set to Yes. |
Document management - Reach valid till date | A document was given a validity and reminder period when it was published. As soon as the reminder date has been reached, the email is triggered. | The document responsible (In case of an org. unit or role, all assigned users) The document responsible will only be notified if the email notification setting 'Email notification in case of due validity' is set to Yes in their user profile. |
Document management - Expired valid till date | A document was given a validity when it was published. As soon as the validity expires, the email is triggered. | The document responsible (In case of an org. unit or role, all assigned users) The document responsible will only be notified if the email notification setting 'Email notification in case of due validity' is set to Yes in their user profile. |
Invitation to comment on a document - Email | A user has used the 'Invite for feedback / comments' feature on a document. | All users that the inviter has selected. |
Invitation to Comment - Email | A user has used the 'Invite for feedback / comments' feature on a process. | All users that the inviter has selected. |
New comment - Email | A user has written a comment on a process. | The process owner and the process manager (In case of an org. unit or role, all assigned users). |
Comment answered - Email | The process owner / process manager has replied to a user's comment. | The author of the original comment. |
Process management - Reach valid till date | A process was given a validity and reminder period when it was published. As soon as the reminder date has been reached, the email is triggered. | The process owner and the process manager (In case of an org. unit or role, all assigned users). The mentioned users will only be notified if in their user profile the email notification setting 'Email notification when process and document validity date is exceeded' is set to Yes. |
Process management - Expired valid till date | A process was given a validity when it was published. As soon as the validity expires, the email is triggered. | The process owner and the process manager (In case of an org. unit or role, all assigned users). The mentioned users will only be notified if in their user profile the email notification setting 'Email notification when process and document validity date is exceeded' is set to Yes. |
Process management - Processmodel has been published | A process was published without the approval workflow and the checkbox to suppress email notification was not selected. |
The mentioned users will only be notified if in their user profile the email notification setting 'Email notification in case of publishing assigned processes, documents or favorites' is set to Yes. |
Report dispatch - Processes/documents - E-Mail | A schedule has been defined for a saved report for process or document data (e.g. send saved report monthly). Each time the interval is reached, the email is triggered. | All email addresses that have been entered as recipients in the schedule of the saved report. |
Report shared - Processes/documents - Email | When sharing a saved report for processes / documents, a new organizational unit, role or user is added and the "Send link to report via email" checkbox has been activated. | The selected user or all users assigned to the selected organizational unit or role. |
System Emails Cases
Name | Event that causes the e-mail to be sent | Recipient |
Action-Requested-Notification | An activity has been requested as part of the case processing. Example: In the approval workflow, the task 'Review document / process' is requested by the specified reviewers When configuring the workflow object, an individual text module can also be used instead of this standard text. | The user from whom the activity was requested (In the case of an org. unit or role, all assigned users). |
Required-Activity-Completed-Notification | A requested activity has been completed Example: In the approval workflow, the reviewer has completed his task. | The user who originally requested the activity from another user. In the example: the creator of the approval workflow has requested the activity from the reviewer and will be notified when the reviewer has completed his task. |
Notification form via e-mail requested | The workflow object Send form via e-mail was used to request a form input from a person via e-mail. Example: Feedback request in the training workflow When configuring the workflow object, an individual text module can also be used instead of this standard text. | The e-mail address configured as the recipient in the workflow object 'Send form via e-mail'. |
Incoming e-mail notification | A new e-mail has been received by an e-mail account registered in SmartProcess. This e-mail was read into the system and assigned to an existing case. | The user who is responsible for the case at the time the e-mail was read in (in the case of an org. unit or role, all assigned users). |
Report dispatch - Cases - E-Mail | A schedule has been defined for a saved report for case data (e.g. send saved report monthly). Each time the interval is reached, the email is triggered. | All email addresses that have been entered as recipients in the schedule of the saved report. |
Report shared - Cases - Email | When sharing a saved report for cases, a new organizational unit, role or user is added and the "Send link to report via email" checkbox has been activated. | The selected user or all users assigned to the selected organizational unit or role. |
Case - Change of due date | An existing target date of a case has been changed (see explanation of the target date field in the article on the case window). | The user who is responsible for the case at the time of the target date change. |
Case Received Notification | A case has been forwarded to a user, org. unit or role. The notification is sent both in case of manual forwarding via the case window and by the workflow object Forward case. When configuring the workflow object, an individual text module can also be used instead of this standard text. | When forwarding to a user, only this user will be notified. When forwarding to an org. unit or role, all assigned users will be notified. Users will only be notified if the email notification settings for receiving new cases are set to 'Yes' in their user profile. |
Case Closed Notification | A case has been closed manually or by the last processing step of the workflow. | All users who were responsible for this case at any time. Users will only be notified if the email notification setting 'Email notification when a case is closed if you worked on the case' is set to Yes in their user profile. |
Case Reactiondate Exceeded Notification | The target date for a case has been exceeded (see explanation of the target date field in the case window article). | The person(s) currently responsible for the case with the following distinction:
Users will only be notified if the email notification setting 'Email notification in case of exceeding due dates for cases in own groups and forwarded cases' is set to Yes in their user profile. If the deadline was created by the Timer workflow object, the automatic notification can be suppressed in it. |
Case Reactiondate Exceeded Notification (own reactiondates) | The target date for a case has been exceeded (see explanation of the target date field in the case window article). |
Users will only be notified if the email notification setting 'Email notification in case of exceeding due dates for cases in own groups and forwarded cases' is set to Yes in their user profile. If the deadline was created by the Timer workflow object, the automatic notification can be suppressed in it. |
Case Reactiondate Exceeded Notification (escalation mailboxes) | The target date for a case has been exceeded (see explanation of the target date field in the case window article). | If an org-unit is responsible for the case, each user who has been assigned this org-unit in his or her user profile in the area "Additional e-mail notification in case of exceeded due dates (In addition to the own workplace)" also receives a notification. |
Case Resubmission Notification | In the case window, a user has created a reminder date for himself via More actions -> Resubmission. If this deadline has been reached and the case is not yet completed, this mail will be sent. | The user who created the resubmission appointment. |
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Text modules - Case e-mails
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