WISEflow can send email notifications to users when certain events occur within the system. These notifications are referred to as licence messages.
Licence administrators in WISEflow can change the content of licence messages or disable messages for specific or all flow types.
To access the licence messages area as a licence administrator:
Access the Licence administrator tab > Select the Licence configuration sub-tab > click the Licence messages button.
This will bring you to the licence messages overview page.
- Search for specific messages using the search fields
- This indicates the event trigger for a licence message
- This displays the current message status for each flow type
- Green indicates that the message will be sent with the default standard content
- Blue indicates that the message will be sent with content that has been customised
- Grey with strikethrough text indicates that the message has been disabled and will not be sent
- Indicates the user role that the message is intended for
- Clicking the Edit button provides options for customising the message or disabling it for specific or all flow types
If you click the Edit button you will be taken to the following screen. The example below shows an unmodified licence message which is using the default standard content.
The default behaviour for a licence message is that it will be sent on all flow types when the related event occurs in WISEflow. Licence administrators can disable a licence message for all flow types or enable/disable a message for specific flow types.
You can change the message behaviour for all flow types (default), or an individual flow type if a custom behaviour was previously added, by clicking on the small button with three dots.
This will then provide the option to activate or disable the licence message for either all flow types (default) or, if you are editing a custom behaviour that was previously added, an individual flow type.
Click the Save button after you have selected the desired behaviour in the drop-down menu.
Once a message behaviour has been disabled for either all flow types (default) or an individual flow type, the behaviour will be displayed greyed out and its title text will display with strikethrough.
In the example shown below default message behaviour has been disabled meaning that the related event on all flow types will not trigger the sending of the licence message. However, an exception behaviour has been added and activated for a specific flow type. As a result, the licence message will only be sent when an event trigger occurs for the specified flow type.
You may want to have a different message behaviour or a customised message for certain flow types. This is done by clicking the Add button.
You will then be presented with a window with two drop-down menus. The first menu is where you should specify the flow type that this behaviour should apply to. The second menu lets you specify the required behaviour.
If at some point you need to remove a custom flow type behaviour, you can click the button with the three small dots on the relevant custom behaviour.
This will open the window where you can change the behaviour for the custom flow type message. However, there is now a new button for deleting the behaviour. Only custom flow type message behaviours can be deleted. The default message behaviour can only be disabled, never deleted.
Deleting a specific flow type behaviour will also delete any customised message content that may have been added to it. Please be careful when you delete specific flow type message behaviours with customised content as they cannot be recovered once removed.
Licence administrators can customise the content of any licence message or choose to use the standard message content. Every licence message behaviour, including the default (all flow types), can have customised message content if required.
The content of licence message behaviours that have been disabled cannot be changed as the message will not be sent.
In the animated image below you can see that default message behaviour and a custom behaviour for FLOWlock are using the standard message content. However, the custom behaviour for FLOWassign has been changed to custom content.
If you want to customise the content of a licence message, first select the relevant message behaviour (either the default (all flow types) or a custom flow type behaviour then click on the Customise content button. You will then see a warning message that you are about to switch to customised content and you will have to confirm you are happy to proceed (see animated image below).
After you have activated customised content on a licence message, you will notice that only the default language of your WISEflow licence is available. You can then customise the content for the message in the default language and, if required, add other languages for the message which can also be customised.
If you don't add a specific language and a user on your licence has chosen that language on their user profile, they will receive the custom message in the default language of your WISEflow licence.
Click on the Edit content button to change the text of the message.
This will open window where you can edit the content of the licence message.
- The message subject
- The message content. Items within the square brackets [ ] are dynamic fields that will be automatically populated when the message is sent.
- Dynamic fields that can be inserted into the message content by first selecting the location within the message content where the dynamic field should be added and then clicking the relevant dynamic field from the list.
When you have made all of the required changes, click on Save to confirm the customised content for the licence message.
When you choose to activate custom content for a licence message, only the default language for your WISEflow licence is displayed initially. However, you can add other languages for the custom message which can also be customised.
Click on the large Add button next to the default licence language and choose the language that you would like to to add. Once a new language is added, its initial content will be a copy of the default (all flow types) licence message content. You can then customise the message content for the added language.
If you want to remove the custom content that was added for a licence message, click the Use standard content button.
This will give you a warning that you are about to delete all of the customised content for the licence message and you will be asked to confirm this change.
Be careful when removing custom licence message content as this cannot be restored after it has been deleted.