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Question

Anybody know how to use Forms email templates for suspend and terminate?

Forms
Updated August 30, 2020
asked on August 4, 2020

Finally exploring this functionality and am finding it frustrating (no tokens in the template config, have to set up for each process individually).

I got a format I like with generic tokens--initiator, process name, etc.--and copied that into the template. However, when I try to set that on a different process, it doesn't use the template, just the generic "Your Process has Terminated" language. Even if I remove the tokens as a test, the templates are not being used when setting up the notifications on a process. They all just use that generic standard starting point.

Anybody know how to get these to work? Version is 10.4.4.444

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Replies

replied on August 4, 2020

The template will only be applied to the process when enable the terminated/suspended notification for the process for the first time, once it has enabled and saved, the notification will be process specific. You can create a new process and enable notification and check the subject/body.

There is no token picker in configuration site, you can set subject/body with process variables from one process and copy them to the template. 

We will look into improve the notification template configuration and easy to apply to processes based on your feedback.

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replied on August 5, 2020 • Show version history

Thanks, Xiuhong

Your comment gave me an idea, so I created a new process and that one picked up the template when I enabled the notification. So it seems the email template settings get locked in at the time the process is created. I disagree with that logic. I have processes for which I have never used notifications, so turning those on now should pick up the current template settings, not whatever they were back when the processes were created (defaults, in this case).

Side note: can the documentation be updated to explain this?

That said, I'm still more interested in system-wide notifications so I don't have to do it at the process level. Let me override if I want, like the settings for data retention, but setting up system-wide notifications for suspended/terminated workflows would be very helpful.

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replied on August 6, 2020

Hi Pieter,

    The template will be applied to the process the first time you enable the notification not the time you create the process. If you enable the notification then disable the notification, the subject/body of the process notification will not be cleaned.  We will update the document to make it clear and we will also add a feature request to support to use global template always for the process notification email settings. 

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replied on August 7, 2020

Thank you, Xiuhong, but on my system none of the existing processes pick up the template. Maybe there's a bug?

One more request on this overall feature, if that's okay in this thread. Currently the link to the terminated instance goes to the instance details, which does not have the option to review Event Viewer data. To see that, I have to go to the main Monitor page and find the instance. It would be really helpful to put a button for Event Viewer details within the instance details.

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replied on August 9, 2020

Hi Pieter, 

    If your process never picked up template, the value of terminal_email_template and suspend_email_template columns in the cf_business_processes table of Forms database should be NULL for that process(The bp_id id the first number in the URL (http:///{FormsServer}/bp/routing/{firstnumber}#/{secondnumber})when you open the process diagram for that process. When the value is NULL and you enable the notification, it will get the latest configured template. Please check whether the value in the database is NULL for the existing processes that have not enabled the notification.

      From Monitor page, you can view the error log for the terminated instance. 

    

 We've also gotten feature request of including the error message in the email notification as attachment before. 

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replied on August 28, 2020

Quick update on this. Wasn't explicitly testing, but was making some changes and noticed behavior. Seems that Suspended notifications pick up the template just fine. It's only Terminated where an existing process doesn't pick up the template, only processes created after the template was defined.

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replied on August 30, 2020

Hi Pieter, 

    I still can't reproduce the issue for Terminated Notification. Can you provide more detail steps if you can reproduce it stably?

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