Notifications from Workflows

The Allegra Workflow Engine can initiate the sending of emails on its own. Templates of the type “Item changed” can be used. The workflow always refers to a specific item.

Determining the Recipients

The sending of an email is always linked to a state transition (even to the same state). The email can go to a user group, a user, or placeholder.

The following placeholders are supported:

Placeholder	Description
$(Author)	Author of the item
$(Responsible)	Responsible for the item
$(Manager)	Manager of the item
$(Editor)	All editors of the item
$(Reader)	All readers of the item
$(Submitter e-mail)	The sender address of the email, from which this item was created

Applications

Allegra also sends notifications without workflows when an item is changed. Therefore, sending emails from workflows is particularly suitable

• in connection with escalations

• for information at a very specific state transition (e.g. closing)

With an escalation, you can send a reminder email, for example, when an item has not been changed for a long time.

You can also inform a deputy of the responsible person when an item remained in the same state for a long time.

Or you close an old item automatically, but inform the author in the process.