Workflow notirications are not being sent

[former_member709328]

HI,

We are slowly introducing workflows and have a fairly simple setup where the author sends their content to the Editor who approves or rejects the content. If approved it is automatically published. If not, the content is send back to the author.

I have activated the noticifations settings for "Workflow change" in server settings, but no e-mails are sent. when i am changing the workflow status. Any idea where it goes wrong? I would like the author and editor to receive an e-mail with the comments and status every time the workflow is changed.

Best regards,

Thomas

[Vivek_Hegde]

Hi Thomas,

Have you maintained SMTP Server address and the Sender email details for triggering emails from Manager? If you are using On Prem Manage them Mail Server details are maintained during server installation.

Thanks,

Vivek

[DirkManuel · Accepted solution]

What Notification at settings do you have set? Notification at assignment will trigger an email when a Task is assigned to another user (it's not related to course Assignments - the terminology is confusing). Honestly, I cannot figure out what Notification at Workflow Change does. It doesn't seem to be related to a workflow task being assigned to someone (that is covered by Notification at Assignment); I did think maybe it was for "when the Workflow Process assigned to an object changes" but after testing, that doesn't seem to be the case. The documentation says "Watchers are notified by email when the workflow of an object has been changed." but that doesn't exactly clear things up...

[DirkManuel]

Hmm, that's odd. Well, it all works for me so I'd suggest maybe opening an Incident. But before you do that, see if you can narrow the problem down at all - does it only happen with tasks you assign to you (vs. assigned to other Authors), or only Tasks with/without a Workflow Process assigned to them? Does it happen when other authors assign tasks to you / each other? Do all other notifications go through: Broadcast messages, 'Notification at check-in', etc. - just test a few out. Is the 'reply to' email address set up OK; is your email address set up OK? That's not an answer, I know, but it may help identify exactly what is causing it.

[former_member709328]

Thank you Dirk.

I just tried with a colleague and when i send it to him we both receive e-mails. So it is not working when assigning WF to your own user, but to others. The e-mails look pretty bad, and the comments are not showing which is a bit annoying, but at least something is being sent.

[former_member709328]

Hi Dirk,

Thank you for the clarification. I set "notification at workflow change" as "Always" thinking that a notification would be sent to someone when a workflow was sent (at least that would make sense) Not I have set "notification at assignment" as "always" but I am still not receiving any e-mails. To be fair, I have only tested this with myself, where I am the reviewer and originator, but that shouldnt be a problem as the tasks are showing in my task list.

Thomas

[former_member709328]

Thank you Dirk. I did press notify watchers and added a comment, but i do not receive e-mails. I tried sending a Broadcast Message and that went though, so I am a bit lost on where things went wrong.

Thomas

[DirkManuel]

I believe the person who makes the workflow change has to select the Notify Watchers checkbox in order for the Notification to be sent.

But you are getting other email notifications sent OK? You can test this by sending a Broadcast Message to someone. If that doesn't go through then there is an issue with the email setup. Most commonly, emails being intercepted / thrown away by a spam/malware filter.