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Performing an Action: Notification

When you perform a workflow action, you can notify one or more people that the action has occurred. This notification can be for informational purposes only or it can signify a formal transfer of responsibility of the document.

When you notify someone, you can recommend the workflow action to be performed next, and you can provide a custom message that will be displayed when your recipients view the notice.

The people who should be notified can either be predefined in the document's workflow plan, or they can be specified when you perform the workflow action.

To notify people when performing a workflow action

1. Open the document that you will be performing the workflow action on.
2. Click the workflow action button at the top of the page, if one is present.

— or —

Click Workflow and select an action.

The Execute Workflow dialog box appears.

3. Click the Magnifying Glass icon and choose one or more people to notify in the To: or CC: fields.

These fields may already contain names if a workflow plan for the document has been set up. You cannot add names to the Hcc: field—these names can only be added in the workflow plan itself. To learn more about workflow plans, please refer to Workflow Plan Settings for Workflow States in the Proliance Local Admin on-line help.

4. Optionally enter the following information:
• Recipient Action: Select from the drop-down list the action that the recipient in the 'To:' field is expected to perform. By default, Proliance displays the default action for the next state if there is one. Even when 'None' is specified, any of the recipients may still select an action under the Workflow button. A required action only needs to be performed once, regardless of the number of recipients listed. For more information, see "Performing a Workflow Action".
• Custom Message: Type a custom message for the recipient. This message is displayed in the "sticky note" that appears when a recipient opens a document addressed to him. This message usually describes why an action must be performed.
• Priority: Select from the drop-down list the level of importance of the document. Recipients can sort their notices based on priority.
• Due Date: Type or click the Calendar icon to select the date when a recipient is expected to complete the required action. Recipients can sort their notices based on due date. This date is a guideline only and does not affect the recipient's ability to respond.
5. Click Execute.

Proliance changes the state of the document. If the state change is not successful, Proliance will list the prerequisites to help you identify what needs to be corrected.