E-mail Responses page enables you to configure user
response options for notifications. 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.
You can optionally configure an e-mail response to transition an item
with a quick reply message. This enables the manager to approve a request by
replying to the e-mail with a simple phrase like "OK" or "Yes".
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 can include one or more transitions in the
item's workflow that are valid for the item's current state. If you configure
the response to execute a regular transition (not a quick transition), you must
map any required fields when you create the response in
- 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 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 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 Services tab in
For details, refer to the
SBM Installation and Configuration
help. On-demand customers can configure this setting in the
Notification System Settings tab in the
Notifications view in
To create a new e-mail response:
- Open the
E-mail Responses tab, and then click
Add new response.
- Enter a
Name for the response. Take note of the name
that you enter for each e-mail response that you will configure—you will use
them with the $EMAILRESPONSE() tag when you customize to the notification
e-mail template later.
- Optionally, select the check box next to the
Name field and enter one or more aliases for the
response in the
Alias field. The aliases that you enter
correspond to one or more replies that the recipient could use to transition
the item. For example, to execute the
Approve Request transition, create a new response named
Approve, and then enter likely replies that the recipient might
use, such as:
This enables the recipient to approve the request by replying to the
e-mail with any one of the words that are listed above. If you are using
multiple languages, enter aliases in each language here as well.
- Select the
Initial State. This determines which transitions
- Select a
Transition to Execute. Select the
Quick Only check box to see only quick
Show Workflow to view a diagram that shows
each state and all available transitions.
- Enter a
Priority number if you are creating multiple
responses and using aliases. The response with the highest priority will be
executed first in the event the recipient replies without specifying one of the
Save to save your changes.
- If you selected a regular transition, click the
Mappings button to open the
Transition Mappings page and map any required
field values in the transition. Select
Required Only to see only required fields in the
Read Only limit the list to read-only fields.
Save when you are finished.
Add new response to add another response, if
- After you add responses, you must add the $EMAILRESPONSE() tag to
your notification template and reference the response options that you created.
For details, refer to
After you ensure that your notification is using the template that
contains the $EMAILRESPONSE() tag and your response options, test the
notification to ensure the setup is complete.
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
Copyright © 2007–2016 Serena Software, Inc. All rights reserved.