Preferences - Notifications
Notifications keep process contributors up to date on new and updated tasks and other important information. Use the Notifications preference to create notifications and define the notification details: the recipient, the notification content, and when the notification is sent. Define relevant notification details using schema fields set on the Request Schema page.
Add or Edit a Notification
To add a notification, follow the steps below:
In the Notifications table, scroll to the bottom of the table and select the Create Row button,
. The Create Row window displays.Configure by entering values for the relevant fields:
Remember, you can select the insert field button,
, to add dynamic values.Name (Required) - Enter a descriptive name for the notification.
Description - Enter a description of the notification.
Enabled - Select whether the notification is active or inactive. If set to Yes, Tonkean actively monitors for the conditions set in the Match Conditions field and sends the notification when conditions are met. If set to No, the notification is not sent even if its conditions are met.
Run Also In Build? - Select whether the notification should also be sent in Build mode.
Build and Production are the two logically separated environments in Tonkean. Build is where modules and solutions are customized and tested, while Production is where your live processes operate. Solutions are published from Build to Production.
Match Conditions - Define the conditions that determine when the notification is sent.
For more information about condition groups, see Conditions.
Send On Field Change - Select a field that, when changed, sends the notification. For example, you might include the schema field {Request_Status} here, triggering the notification whenever the request status is updated. Note that the relevant match conditions must also be met.
System - Select the system or channel in which to send the notification. Options include the Chat Variant (where Tonkean will send the notification using the connected chat tool like Slack or Teams), Email (using the user's business email), or even a Business Group (using that group's defined communication method).
If set to Email - External, you must define that value in the Send To field. If set to Business Group, you must select the business group in the Send To - Business Group field.
Send From - Define the sender. Select the insert field button to use a dynamic value for the notification sender.
Send To (Required) - Define the recipient. Select the insert field button to use a dynamic value for the notification recipient. For example, this may be a schema field,
Requester_Email.Send To - Business Group - Select the business group to send the notification to. Note that System must be set to Business Group.
Send To - CC - Add CC recipients (for email notifications).
Send To - BCC - Add BCC recipients (for email notifications).
Subject (Required) - Enter the notification subject.
Content - Enter the content of the notification.
Link Override - If desired, include a custom link in the notification that overrides the default link to the request.
Overrides are common where you want to direct users to an alternate interface. For example, if your notification is a reminder to perform a review, you’d want to link to the review interface instead of the main request interface.
When finished, select Create. Your notification is created.
Add or Edit a Review Notification
Review notifications keep requesters, reviewers, and other process contributors informed as reviews move through the process. Unlike general notifications, which are sent when their match conditions are met, review notifications are sent when a specific review event occurs—for example, when a review is assigned or approved—for the review types you select.
Review types are configured on the Reviews preference page.
The Standard Solution includes several default review notifications, such as notifying the reviewer when a review is assigned to them and notifying the requester when a review is approved. Review and update these defaults to match your process.
To add a review notification, follow the steps below:
In the Review Notifications table, scroll to the bottom of the table and select the Create Row button,
. The Create Row window displays.Configure by entering values for the relevant fields:
Remember, you can select the insert field button,
, to add schema fields and other dynamic values.Name (Required) - Enter a descriptive name for the review notification, for example, "On Assigned - Reviewer."
Enabled - Select whether the review notification is active or inactive. If set to Yes, Tonkean sends the notification when the selected event occurs. If set to No, the notification is not sent even if the event occurs.
Run Also In Build? - Select whether the review notification should also be sent in Build mode.
Review Type(s) (Required) - Select one or more review types this notification applies to, for example, Direct Manager or Legal. The available options are the review types configured in the Review Types table on the Reviews preference page.
Event Trigger (Required) - Select the review event that sends the notification:
Created - The review is created.
Assigned - The review is assigned to a reviewer.
Approved - The review is approved.
Rejected - The review is rejected.
Returned for Edits - The reviewer returns the request to the requester for edits.
Resubmitted - The requester resubmits the request after it was returned for edits.
Skip Conditions - Define the conditions that determine when the notification is not sent, even if the selected event occurs. For example, you might skip a notification to request watchers when no watchers are defined, using the condition
IsEmpty({Request_Watchers}).For more information about condition groups, see Conditions.
System (Required) - Select the system or channel in which to send the notification:
Email - Send the notification by email to the recipient's Tonkean-associated business email.
Email - External - Send the notification by email to external email addresses. You must define these addresses in the Send To field.
Business Group - Send the notification using the business group's defined communication method. You must select the business group in the Send To - Business Group field.
Approve and reject buttons are not available in notifications sent with Email - External.
Send From - Enter the email address that displays as the notification sender. If left blank, the notification is sent from Tonkean.
Send To (Required) - Define the recipient. Enter one or more email addresses (comma-separated for multiple recipients) or select the insert field button to use a dynamic value. For example, use
{Review_Owner}to notify the assigned reviewer or{Requester_Email}to notify the requester.If System is set to Business Group, the Send To value is ignored. Because this field is required, enter a placeholder value.
Send To - Business Group - Select the business group to send the notification to. Note that System must be set to Business Group.
For more information about business groups, see Create and Manage Business Groups.
Send To - CC (Review) - Add CC recipients (for email notifications).
Send To - BCC (Review) - Add BCC recipients (for email notifications).
Subject (Required) - Enter the notification subject. You can enter free text, schema fields, or both. For example,
{Request_ID}: {Review_Type} Approved.Content - Enter the content of the notification. You can enter free text, schema fields, or both. For example,
The {Review_Type} review was approved by {Review_Owner}!The Content (DEPRECATED) field is retained for existing notifications only. Use the Content field for all new notifications.
Include Approve Button? - Select whether the notification includes an approve button, allowing the recipient to approve the review directly from the notification.
Include Reject Button? - Select whether the notification includes a reject button, allowing the recipient to reject the review directly from the notification.
Approve and reject buttons are most useful in notifications sent to the reviewer, for example, when Event Trigger is set to Assigned and Send To is set to
{Review_Owner}.Link - If desired, include a custom link in the notification that overrides the default link to the review.
Overrides are common where you want to direct users to an alternate interface. For example, if your notification informs the requester that a review was approved, you'd want to link to the request tracker (
{Request_Tracker_URL}) instead of the review interface.
When finished, select Create. Your review notification is created.