E-mail Responses

The E-mail Responses page enables you to configure response options for a notification. Response options can appear as links or buttons in a notification message, which enable the recipient to transition an item without requiring him or her to log in.

For example, you can create a notification that contains "Approve" or "Reject" links that a manager can use to quickly approve or reject a vacation request while it is in the Pending Approval state. The manager does not need to provide any login credentials to invoke these transitions. The manager simply approves or rejects the request directly from the notification message by clicking one of the response options. This launches a new browser window, and a confirmation message appears if the transition succeeds. If the item is no longer in an applicable state, a failure message appears.

Note the following important information:

To add a new response:

  1. Select the E-mail Responses tab.
  2. Click Add new response.
  3. Enter a Name for the response. This name acts as an alias for the transition that will be executed. Take note of the name you provide; you will need to use it with the $EMAILRESPONSE() tag that you add to the Notification e-mail template.
  4. Select the Initial State. This is the item's state from which the quick transitions are available.
  5. Select a Transition to Execute for this response. This is the quick transition that maps to the response that you create. Only quick transitions that are applicable to the Initial State appear in the drop-down list.
    Tip: Click Show Workflow to view an image of the workflow. This is helpful if you want to view the state and its available transitions.
  6. Click Save to save your changes.
  7. Click Add new response to add another response option, if necessary.
  8. After you define the responses, you must add the $EMAILRESPONSE() tag and the response options that you create to a new or existing Notification e-mail template, and select that template in the notification. For details, refer to Notification Tags.
Tip: You can customize the success or failure message template that appears in the browser. On the Application Engine server, navigate to installationDirectory\Serena\SBM\Application Engine\templates, edit the emailapproval template as necessary, and save your changes. Open SBM System Administrator and perform a Put Files in Database operation to save the modified template in the database. For more information on customizing templates, see the SBM System Administrator Guide.