In this article we will discuss the central setting of the email notifications that can be sent automatically by the Engage Process Platform. Some of the ticked e-mail notifications can be disabled by the user if desired. Email notifications that are disabled in the Admin Centre cannot be enabled by a user.
Depending on the subscription type, more items can be found in the Engage Process Admin Center under the ‘Notifications’ section. The image below lists all the options.
Comments (available in Silver + Feedback, Gold, Platinum and Enterprise)
E-mail notification following a new comment
In the Viewer, a user can leave a comment. Once the comment is posted, an e-mail notification is sent to let users know that a comment has been posted. This e-mail notification is sent based on the following rules:
- Shared diagram: the e-mail notification notifying that there is a new comment will be sent to:
- the user or users added to the ‘Send list reaction notification’ of that process. This can be done in the Engage Process Modeler by clicking the ‘Send list reaction notification’ button on the ‘Collaborate’ tab.
- to the user who shared the diagram if there are no users in the send list.
- to the e-mail address entered in the Admin Center as default e-mail address if there are no users in the send list and the user who shared the process is no longer a user in Engage Process.
- Published diagram: the e-mail notification stating that there is a new response is sent to:
- the user or users added to the ‘Send list reaction notification’ of that process. This can be done in the Engage Process Publisher by clicking the ‘Send list reaction notification’ button on the ‘Start’ tab.
- to the e-mail address provided in the Admin Centre if there are no users in the send list.
Note! This e-mail notification cannot be disabled.
E-mail notification following an action on a reaction
A response can be accepted or rejected in the Engage Process Modeler. In addition, another user can also react to this response. In all these cases, the user who posted the original reaction receives an e-mail notification explaining what happened to the reaction.
In the Admin Center, it can be specified in each case whether or not the e-mail notification should be sent.
Note! A user cannot disable e-mail notifications related to comments if they are enabled in the Admin Center.
Sharing
Diagrams can be shared from Engage Process Modeler with one or more users. After sharing, e-mail notifications are automatically sent to the user(s) with whom the diagram has been shared, containing some information about the process and the link to open this process in the Viewer.
Note! This e-mail notification can be turned off by users themselves if desired. To turn it off, proceed as follows:
- Start the Viewer
- Click on the hamburger menu in the top left-hand corner
- Click on Preferences
- Uncheck the box for ‘Receive an e-mail when a diagram has been shared with you’.
Anonymous users cannot disable this e-mail notification.
Approval (available in Enterprise)
When a process is submitted for approval, the approver receives an email notification that a process is ready in the Viewer to be reviewed.
When an approver has reviewed the process, the user who submitted the process for approval in the Engage Process Modeler receives an e-mail notification indicating the approver's rating, namely: approved, conditionally approved or rejected.
Note! A user cannot disable approval-related email notifications themselves if they are enabled in the Admin Centre.
Teamboard (available in Gold, Platinum and Enterprise)
In the Engage Process Teamboard, work items or tasks can be assigned to a user. When a user assigns a work item or task to another user, that other user will receive an e-mail notification containing information about what has been assigned. The e-mail will also contain a link to open the appropriate board in Teamboard where the work item or task is located.
Note! This e-mail notification can be turned off by users themselves if desired. To disable it, proceed as follows:
- Start Teamboard
- Click on the hamburger menu in the top left-hand corner
- Click on Preferences
- Uncheck ‘Receive an email notification when a work item or task is assigned to me by another user’.