Configure Email Notification

Kepion supports email notifications to let Approvers know where Contributors are in the workflow process. This article will explain how to set up and configure these notifications.

 

Note: You will need to be a system administrator to configure some of these settings.

 

 

Set Up Notifications

1. Go to System > Configuration.

 

 

2. In the Base URL field, enter your user-friendly web server access point. This link will appear in the notification email, so users have quick access to their plan.

 

Only specify the portion of the URL before the /#/… For instance, if the full URL is:

 

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

 

We should specify the base URL as follows:

 

http://kepionthinkpad:8888

 

 

3. Select the Notification checkbox to enable notifications.

4. Enter the email account that will send out notifications and its details. 

 

 

5. Once you have the settings configured, click Save.

 

 

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

 

 

Configure Message

1. Go to Administrator and select the target Application

2. Select Notification. 

 

 

We have created messages for the Submit, Approve, Recall, and Reject workflow actions, in English, Spanish, and Chinese (simplified).

 

You can also select Custom from the Message Template drop-down to craft your own message for each workflow action. You can define the email template in HTML and use the system placeholders to dynamically inject system variables (e.g., current user or the plan link).

 

 

3. Select the target Dashboard under Dashboard App.

 

 

4. Select the Notification checkbox. Once enabled, participants in the advanced workflow will receive email notifications prompting them to perform an action or letting them know the status of individual plans.

 

 

Note: Notifications are based on the email settings from AD. Make sure you go to User & Group and select AD Sync to bring in user emails.

 

 

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

 

 

Customize Notifications in Word

In addition, you can customize notification messages in Microsoft Word.

 

1. Go to Notification and select Custom as the Message Template.

2. Select the content, right-click it, and select Copy. 

 

 

3. Paste the content into Notepad (or your preferred text editor) and save it as a .HTM document.

 

 

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

 

 

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

 

 

6. Open the file in Notepad and copy the HTML.

7. Paste the HTML back into the yellow write-able region in Notification.

 

 

8. Click Save .

 

 

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

 

 

Actor – Approver

Action – Reject

 

 

Actor – Final Approver

Action – Approve