Configure Email Notification – Kepion Support Center

Introduction

Kepion supports email notifications to let Approvers know where Contributors are in the workflow process. This article discusses how to configure these notifications. To set up the notification, the administrator will need to:

Determine your system email account
Configure the friendly website access point
Choose a notification message template
Configure a plan with advanced workflow that includes Contributor(s) and Approver(s)
Configure a plan with notification enabled
Ensure AD Sync is performed so that emails are brought in from AD

In addition, diagrams showing the flow of processes are included in the diagrams section.

Note: You will need to be the System Administrator to configure some of these settings.

Configure Notifications

In Kepion, click on SYSTEM and select the CONFIGURATION tab. 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:

http://kepionthinkpad:8888/#/SystemApplication?mode=administrator

But we should only specify the base URL as follows:

http://kepionthinkpad:8888 

Check the Notification checkbox to enable notifications. Specify the system email account to use for sending out notifications. Here, we specify the Email Account, Email Password, Email Host, Email Port and whether the email server requires an SSL connection. Once you have the settings configured, click Save to save your changes to the server.

Tip: After saving your changes, you can test the email settings by clicking on Test Email.

Navigate to the application ADMINISTRATOR module and select Notification in the explorer pane.

Here, you can quickly configure the message template to use for the notification. Notice that we have a couple of predefined language templates generated for you.

You can also 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 as the current user or the plan link.

Kepion notifications support 5 basic types of messages organized by workflow actions. Click on each action in the tab to explore the messages that can be sent. The default notification template is the “English” template. You can change it or choose to leave it as the default.

Next, select a Dashboard in the ADMINISTRATOR explorer pane and take a look at the settings under CONFIGURATION. Notice that notifications can be enabled on individual plans with the checkbox here. Once enabled, participants in the advanced workflow will received email notifications prompting them to perform an action or letting them know of the status of individual plans.

Also be aware that Kepion notifications are based on the email settings from AD. Make sure you AD Sync to bring in the emails for all the users.

Now that everything is complete, your workflow users should be able to receive email notifications at the different stages of the approval process.

Customize Notifications

In addition, you can also customize the workflow email notification messages with Microsoft Word. Head back to ADMINISTRATOR and click on Notification in the explorer pane, again. Select Custom as the Message Template.

Copy the contents to Notepad (or your preferred text editor) and save it as an .HTM document.

Open the .HTM document in Word and apply edits to the message.

Save your message as a Word doc with the type: Web Page, Filtered.

Open the file in Notepad again and copy & paste the HTML back into the yellow write-able region in Notification.

Click Save and you now have your own customized notification message.

Email Notification Diagrams

The diagrams below outline how email notifications flow during the approval process.

Actor – Contributor

Action – Submit

Actor – Contributor

Action – Recall

Actor – Approver

Action – Approve