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 for this. The workflow always refers to a specific item.

Defining the recipients

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

The following placeholders are supported:

Placeholder	Description
$(Author)	Author of the item
$(Responsible)	Responsible of 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 sends notifications even without workflows when an item is changed. Sending emails from workflows is therefore particularly suitable

• in connection with escalations

• to provide information on a very specific state transition (e.g. closing)

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

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

Or you automatically close an old item while informing the author.