Creating Workflow Transition Notifications

You can use transition notifications to notify users or groups about files changing states.

For example, an engineer is notified when a file is not approved and needs changes.

To create a transition notification:

  1. Click a workflow transition to open its Properties dialog box.
  2. On the Notifications tab, click Add Folder Notification.
  3. In the Select Folder dialog box, select the folder containing the files that you want to trigger the notification.
    All subfolders of the selected folder are assigned the same notification unless you define different notifications for them.
    The Folder Notification dialog box opens with Change Workflow State as the notification Type.
  4. Optionally, on the Notification Properties tab, select whether to send notifications only to the file creator, only to the last person to modify the file state, or to both.
  5. On the Recipients tab, click Add Recipients.
  6. In the Add recipients dialog box, select the users or groups to receive the notification and click OK.
    You can enter a substring in the Filter field to hide recipients whose names do not contain the substring.
  7. Optionally, select Dynamic to let users who run the transition select notification recipients.
  8. Click OK to save the notification.
  9. Repeat steps 2 through 7 to add more folder notifications.
  10. When you have finished adding notifications, click OK to dismiss the transition's Properties dialog box.
  11. To save your workflow changes, click Save or File > Save.

When users receive a transition notification, the message contains links and information about the file that triggered the notification.