When a new assignment is triggered, a new entry will be added to the Your Assignments panel for the relevant recipient on the home page.
You can notify users about their open assignments via email. When building a workflow with a Form activity, you can select an option to send an email each time a new form assignment is triggered. You can also enable an option to send a daily email to users with outstanding workflow assignments, summarizing their open tasks.
Sending notifications for each assignment
When you add a new Form activity to a workflow, there is an option to select Send form email?
If you select this option, an email notification will be sent to the user or users listed, with a link to complete the form. An email is sent each time a new form assignment is triggered. See Setting up a form for more details.
Sending workflow summary emails
You can group a user's open assignments into a workflow summary email, which is sent on the days of the week that you select.
To enable this option, navigate to the Workflow section of the the page. For more details, see Customizing the application. By default, this setting is not enabled and summary emails are not sent.
When this setting is enabled, a summary email is sent to users who have outstanding workflow assignments at 5am UTC, on the days selected. The summary email details any outstanding workflow assignments that were generated from a Form step in a workflow. The subject of a workflow summary email indicates how many items require attention, and the body of the email lists the open assignments by workflow, version and step.
- Workflow - Link to open the selected assignment details in the application.
- Version - The version of the workflow.
- Step - Name of the workflow step that triggered the assignment.
- New - A count for new assignments. New is defined as new since the last summary email was sent.
- Total - Total number of outstanding assignments for the workflow step. The total count includes new and existing assignments.
- View all workflow assignments - Link to the Your Assignments panel on the home page of the application where all open assignments are listed.