Adding notification exit actions to business process templates

A notification exit action sends a notification to a specific user or group of users when a business process ends.
Before starting this task, ensure that you have deactivated the business process template. You cannot modify active templates.
To add a notification exit action to a business process template:
  1. Navigate to the Customize workspace.
  2. In the Business Processes tab, select the template in which you want to add a notification exit action.
  3. Click the Exit Actions subtab.
    The Approval Actions and Rejection Actions areas display.
  4. Click the Add button in the area that corresponds to the kind of action that you want to create, then select Send Notification.
    For an action that is triggered when a business process is approved, add the action in the Approval Actions area. For an action that is triggered when a business process is rejected, add the action in the Rejection Actions area.
    The Add Send Notification Action dialog opens.
  5. In the Locale drop-down, select the required locale for the notification message. For example, select fr for the French locale.
  6. In the Description field, enter a description of the action.
  7. Select Mandatory to define the notification as required for viewing. Users cannot turn off or unsubscribe from mandatory notifications.
  8. In the Channels & Messages tab, select the required notification channel. Specify whether to deliver the message to the notification stream in NexJ CRM, to a user's email address, or both.
  9. To define the notification message that users will receive in the notifications stream, in the Notification Stream Message field, enter a message.
    Note: Notifications can display a maximum of 255 characters. If you enter more than 255 characters, notifications are truncated in the notification stream. The maximum character limit can also be exceeded when tokens are interpreted, for example, when the ${assignToCaption} token is replaced with multiple user names.

    You can use tokens to include values from updated fields and links to approval records in notification messages. You can include token fields in notification stream messages, email subjects, and email bodies. For further information about email subjects and email bodies, see the next step in this procedure.

    You can use the following tokens for the business process subject area for contacts, companies, opportunities, and service requests:

    Token Description
    ${entityParticipant entity fullName} First and last name for the contact belonging to a business process
    ${entityParticipant entity tier caption} Tier type for the contact belonging to a business process
    ${entityParticipant entity companyName} Name of the company belonging to a business process
    ${entityParticipant entity lastName} Last name for the contact belonging to a business process
    ${opportunity title} Title for the opportunity belonging to a business process
    ${opportunity typeString} Type of the opportunity belonging to a business process
    ${primaryEntity firstName} The first name of the primary entity belonging to a business process
    ${primaryEntity lastName} The last name of the primary entity belonging to a business process
    ${serviceRequest primaryEntity fullName} Primary entity associated with a service request and belonging to a business process
    ${serviceRequest priority} Priority for the service request belonging to a business process
    ${serviceRequest severity} Severity for the service request belonging to a business process
    ${serviceRequest title} Title for the service request belonging to a business process

    You can use the following tokens for approval plans:

    Token Description
    ${plan:status} Status of an approval plan
    ${plan:priority} Priority of an approval plan
    ${plan:title} Description of an approval plan
    ${plan:text} Notes for an approval plan

    You can use the following tokens for business process template steps:

    Token Description
    ${step:startTime} Start date and time of a business process template step
    ${step:title} Description of a business process template step
    ${step:createTime} Creation date and time for a business process template step
    ${step:text} Description of a business process template step
    ${step:status} Status of a business process template step
    ${step:editTime} Date and time when a business process template step is modified
    Note: For additional subject areas, including call records, documents, events, leads, schedule items and tasks, you can also use the tokens described in Tokens for notification messages in your notification messages. For links, only the token used for links for schedule items and tasks is supported. For example, you may wish to provide a link that opens the approval task record in a docked workspace or the docked view of an opportunity from the body of your email.
  10. To define the notification message that users will receive by email:
    1. In the Email Subject field, enter the subject for the email notification that users will receive.
      Note: Only plain text tokens that cannot be linked are supported in the Email Subject field.
    2. In the Email Body field, enter the notification message that users will receive.

      As described in the previous step, you can use tokens to include values from updated fields and links to approval records in the Email Body field.

      In the Email Body field, you can include a link to an approval record by using the following token: ${url,this,title}, which shows the title of an approval record as the link.

  11. In the Recipients tab, define which recipients to send notifications to:
    1. Specify who will receive a notification when the rule criteria is satisfied:
      • If you want to specify recipients by role:
        1. Click the Select button to the right of the word "Roles". The Field Picker dialog opens.
        2. In the Type column, select the subject area to define recipients for. For example, select Product Opportunity.
        3. Select further recipient criteria in the remaining columns, then click OK. For example, to define the coverage team associated with a product opportunity as recipients, select Product Opportunity from the Type column, and Coverage Team and Account Manager from the Name columns.

          The Field Picker dialog closes.

      • If you want to define specific users as recipients:
        1. Click the Select button to the right of the word "Users". The Select User dialog opens.
        2. Select the user you want to define as a recipient, then click OK. The Select User dialog closes.
      • If you want to define the members of one or more user groups as recipients:
        1. Click the Select button to the right of the word "Groups". The Select User Group dialog opens.
        2. Select a user group from the list. Then click OK. The Select User Group dialog closes.
  12. Click OK.
    The Add Send Notification Action dialog closes.
The notification exit action is added to the business process template.