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:
E-mail Responses tab only appears in the
Notifications view if the notification's action
is set to
Send E-mail User Channel.
- When the notification rule becomes true, the message is sent to the
subscribed user. The recipient must have a valid e-mail address and privilege
to transition the item.
- The response options invoke one or more available quick transitions
in the item's workflow that are valid for the item's current state. The
transitions that you use for responses must be quick transitions.
- The recipient is not required to log in to transition the item;
instead, the responses each contain a unique expiring token that is embedded in
the URL, which grants the recipient the ability to execute the quick
transition. Because the user does not have to log in, no license is used. This
token cannot be reused in any way, and only grants the recipient the ability to
perform the associated quick transition. If the recipient attempts to respond
after the designated expiration time has passed, he or she must enter login
credentials to access the item and perform the transition.
On-premise customers can configure the expiration time for the
token in the Mail Servers tab in
For details, refer to the
SBM Installation and Configuration
On-demand customers can configure this setting in the
Notification System Settings tab in the
Notifications view in
To add a new response:
- Select the
E-mail Responses tab.
Add new response.
- 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.
- Select the
Initial State. This is the item's state from
which the quick transitions are available.
- 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.
Show Workflow to view an image of the
workflow. This is helpful if you want to view the state and its available
Save to save your changes.
Add new response to add another response option,
- 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,
Tip: You can customize the success or
failure message template that appears in the browser. On the
server, navigate to
emailapproval template as necessary, and save your
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
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