Workflow governs the process of moving an online form from one step to the other based on the business process within an organisation.


Automated Posts and Emails can be used to notify users such as Submitters and Approvers of a form's status at each step in the workflow. 

These settings configured at the workflow-level will determine the customization options at the form-level i.e. when this workflow is used within an online form.

  • Admin access with Superuser permission will be required to set automated emails and posts

  • If any amendments are made to the automated emails at the workflow-level, these changes will flow through to "un-customized" forms only. However, in order to ensure the changes in the workflow to be updated within the forms, users can use the Restore All Default Actions while customizing the workflow within the form. form-level. 



Setting Automated Notifications


Login to the Admin interface with Superuser permissions.

You can set up Activity Feed Post while Adding or Editing a workflow.

1) Select Utilities under Administration in the Application Explorer menu. Expand Workflow section and then select Add Workflow or Edit Workflow

2) To add a new workflow or to edit an existing one, a secondary browser tab opens displaying the workflow canvas. This is where the steps and links of the workflow are configured. 


3) At each step in the workflow, you can set up Actions in the Step Properties. These Actions can be set up while entering a step i.e. On Entry or while exiting a step i.e. On Exit.

  • Setting up an Activity Feed Post - check the box for Activity Feed Post on entry or exit based on when you like to notify the user. 


Note that the symbol indicates that the post is yet to be set up. Click on the edit link.


In the Activity Feed Post Settings that opened, click on the Add Post button.


A generic post is added. The 'To' section indicates the intended recipient(s) of the post. It could be user groups {Approvers}, {Submitters} etc. or individual users in the intranet. To select user groups, type '{' and choose one option form the drop-down menu. 


To select individual users, you can start typing their names to search within the site and select them from the drop-down options.

To include any additional details within the post, click on the Insert Workflow Detail drop-down as indicated below and choose the available details from the drop-down.


You can configure more than one posts, by clicking on Add Post button as many times as required.

Click 'OK' to save the settings or click 'Cancel' to exit.



  • Setting up a Channel Post - check the box for Channel Post on entry or exit based on when you like to post into the channel feed. 


Note that thesymbol indicates that the post is yet to be set up. Click on the edit link.


In the Channel Post Settings that opened, click on the Add Post button.


A generic post is added. The 'From' section indicates the sender of the post. It could be {System} or {Submitter}.

In the 'To' section select the channel where you would like to post the notification in to.


Edit the post body as required. Select additional details to be included the post by clicking on the Insert Workflow Detail drop-down as indicated below and choose the available details from the drop-down.

You can configure more than one posts, by clicking on Add Post button as many times as required.

Click 'OK' to save the settings or click 'Cancel' to exit.


  • Setting up an Email notification - check the box for Email on entry or exit based on when you like to notify the user.


Note that thesymbol indicates that the email is yet to be configured. Click on the edit link.


In the Email Settings that opened, click on the Add Email button.


A generic email is added. The 'From' section indicates the sender address for the email. It could be the system mail id {WebmasterEmail} or {Submitter}.


It could also be a specific user's mail address fetched from the user's profile. To select individual users, you can start typing their names to search within the site and select them from the drop-down options.


The 'To' section indicates the intended recipient(s) of the email. Select a user group, by typing '{' and choosing an option from the drop-down.


To select individual users, you can start typing their names to search within the site and select them from the drop-down options.

Edit the 'Subject' and email body as required. You can also include additional details in the email by clicking on the Insert Workflow Detail drop-down as indicated below and choose the available details from the drop-down.


You can configure more than one emails to be sent, by clicking on Add Email button as many times as required. Click 'OK' to save the settings or click 'Cancel' to exit.


Once you are done configuring the notifications for a Step, click on Save to save the settings.