Managing Notifications for Approval Workflows

Internal and external notifications can be sent to submitters, owners, and contributors of prompts in each stage of the workflow. Internal notifications use the Internal Messaging feature, and these notifications are available from all consoles (from the Notifications button in the Console toolbar) of the product. External notification emails are sent to the email address specified as the business email address of the user from the Administration Console. 

Submitters and owners get notifications when prompts are moved from one stage to another when prompts are sent back to the draft stage for edits, and when the submitted articles are published. Contributors get a notification when new articles are available to work on. There are no skip-stage notifications. The type of notification that is sent is based on which stage the prompt is sent to, regardless of what stages may or may not have been skipped.

Types of Notifications

Notifications for Article Workflows:

  1. Submitter - Intermediate Stage email content: This notification is sent to the submitter when a prompt moves from one stage to another.

  2. Submitter - Back to Draft Stage email content: This notification is sent to the submitter when the prompt is sent back to the draft stage.

  3. Submitter - Published email content: This notification is sent to the submitter when a prompt is published.

  4. Owner - Intermediate Stage email content: This notification is sent to the owner when the prompt moves from one stage to another. 

  5. Owner - Back to Draft Stage email content: This notification is sent to the owner when the prompt is sent back to the draft stage. 

  6. Owner - Published email content: This notification is sent to the owner when the prompt is published. 

  7. Contributors - Contributors email content: This notification is sent to contributors when prompts become available to work on in a stage.

Setting up Notifications

To set up notifications:

  1. From the Navigation Menu, browse to AssistGPT > AssistGPT.

  2. From the dropdown menu, select Approval Workflow.

  3. On the Edit Approval Workflow page, select the Notifications tab.

  4. From the Notification type dropdown menu, select the type of notifications to be sent during various stages. You can choose from one of the following options: Internal, Email, Email and Internal.

    Select the type of notification

  5. After selecting the type of notification, specify the following fields:

    1. Submitter/Owner - Intermediate Stage email content: In this field, click the Edit  button to open the Edit Notification Content window. Specify the content of the notification to be sent when an article moves from one stage to another and click the Done button. 

      Edit the notification content

    2. Submitter/Owner - Back to Draft Stage email content: In this field, click the Edit  button to open the Edit Notification Content window. Specify the content of the notification to be sent when an article is sent back to the draft stage and click the Done button. 

    3. Submitter/Owner - Published email content: In this field, click the Edit  button to open the Edit Notification Content window. Specify the content of the notification to be sent when an article is published and click the Done button. 

    4. Contributors - Contributors email content: In this field, click the Edit  button to open the Edit Notification Content window. Specify the content of the notification to be sent to contributors when articles become available to work on in a stage and click the Done button. 

  6. Click the Save button.