This section allows you to monitor the progress of workflow plans. The PLAN PROGRESS will display the status of different user workflow submissions in a visual diagram. Check the plans on the left, the right panel will shows you the overview of who has finished their plan, who has started their workflow and who has yet to begin their plan.
Hover over each square to see more information about that specific workflow submission.
You can change the color of square for each status using the color palette in the ribbon. You can also send email to users who have either started or who have yet to start their workflow by clicking on the email buttons.
The APPROVAL PROGRESS module allows you to visualize the progress of users and their approvals according to the approval chain definition. The Approvers in the left pane display the Final Approvers (i.e., the last Approver in an approval chain) organized by their plan. Select Approvers to see a complete overview of the approval process.
Hover over each arrow to see more information about that specific workflow step.
Workflow Notification Flow
Kepion notification supports 5 basic type of messages organized by workflow actions. Here is how the notifications flow:
Scenario 1 – Contributor submits a workflow submission
Scenario 2 – Contributor recalls a workflow submission
Scenario 3 – Approver approves a workflow submission
Scenario 4 – Approver rejects a workflow submission
Scenario 5 – Final Approver approves a workflow submission
To configure notifications in Kepion, you will need to perform the following:
- Determine your system email account
- Configure the friendly website access point
- Choose a notification message template
- Configure a workflow with advanced workflow that includes Contributor(s) and Approver(s)
- Configure a workflow with notification enabled
- Ensure AD Sync is performed so that emails are brought in from AD
You will need to be the System Administrator for some of these settings. Go to the SYSTEM CONFIGURATION tab in the ADMINISTRATOR section. Populate the Base URL setting to be the friendly web server access point. This will be used for links within the notification email for users to have quick access to their plan. Only specify the portion of the URL before the /#/… For instance, in the example below, the full URL is:
but we only specify the base URL as:
Check the Notification checkbox to enable notifications. Specify the system email account to use for sending out notifications. You will need to specify the Email Account, Email Password, Email Host, Email Port and whether the email server requires SSL connection. Once you have the settings configured, click Save to save your changes to the server. After saving your changes, you can test the email settings by clicking on Test Email.
Navigate to the application Administrator module and select the Notification under Workflow in the explorer pane. Click EDIT to make changes.
Select from pre-defined language templates, or select Custom to craft your own unique message. When crafting a unique message, you can define the email template in HTML and use the system placeholders to dynamically inject system variables such at the current user or the workflow link.
Click on each action tab to explore and modify the messages that can be sent through notification. Click Save to save changes.
Next, go into a workflow and enable notification. Select a workflow in the Administrator explorer pane. In the General tab, check the Notification checkbox if you want to enable notification for the plan. Once enabled, participants in the advanced workflow will received email notification prompting them to perform an action or letting them know of the status of individual plans.
Kepion notification is based on the email settings from AD. Make sure you AD Sync to bring in the emails for all the users.
Now that all the steps are complete, the workflow users will have email notification at the different stages of the approval process.