How do I add notifications to a workflow?

Only Admins have permission to perform this task. 

Workflow notifications allow you to notify a person or group when a workflow step or an entire workflow is completed. These save time by sending the information immediately to the proper contacts and the technician does not need to take time out of their day to recommunicate after the job. These contacts do not have to be users in XOi. 

Examples of use:

• Sales Opportunities: The technician can provide images and details to be sent to the sales team immediately after job completion. 
• Safety Issues: The technician can provide videos and details of a major safety issue to be sent to their manager after workflow completion. 

There are three ways you can set up workflow notifications:

1. Workflow Notification Contact for the entire workflow: Send an email to contact(s) once the entire workflow has been completed. 
2. Workflow Step Notification Contact: If a particular step is filled out then when the workflow is completed an email will be sent to the designated contact(s). 
3. Workflow Step Answer Notification Contact: If a particular answer on a Yes/No or Multiple Choice workflow step has been chosen then when the workflow is completed an email will be sent to the designated contact(s). Example: Is there a safety issue? The technician answers Yes, email is sent. The technician answers No, no email is sent. 

Follow the steps below to set up each type of workflow notification. 

Workflow Notification Contact for the Entire Workflow

1. Select Workflows, Under Administration, and add a new or edit an existing workflow. 

2. Under Workflow Notification Contact type in the email address of the contact/group to be contacted after the use of this workflow. Please add one email address at a time. 

3. Select Add Contact. 

4. The contact will be added below. You can remove this contact by selecting the x by the email address. 

If adding multiple users, repeat steps 2-3. 

Once this workflow is completed these contacts will be sent an email from [e-mail] with the contents of the entire job. 

Workflow Step Notification Contact

**Only used for Content, Date, Numeric, or Short Text Steps**

1. Select Workflows, Under Administration, and add a new or edit an existing workflow.

2. Edit an existing step or Add Step.

3. Scroll to the bottom of the page to the Notification Contacts section and select the blue + button. 

4. Type in the email address of the contact/group to be contacted after the use of this workflow step and press the blue + button. Please add one email address at a time. 

4. The contact will be added to the right. You can remove this contact by selecting the blue x button by the email address. 

If adding multiple users, repeat steps 3-4. 

Once this workflow is completed these contacts will be sent an email from [e-mail] with the contents of the entire job. 

Workflow Step Answer Notification Contact

**Only used for Yes/No and Multiple Choice Steps**

1. Select Workflows, Under Administration, and add a new or edit an existing workflow.

2. Edit an existing step or Add Step.

3. Select Edit next to the response you would like an email to be sent for. Example: If a technician answers "Yes" to the "Is there a safety concern?" question then send an email to their manager. 

4. Select the blue + button under Notification Contacts. 

5. Type in the email address of the contact/group to be contacted after the use of this workflow step and press the blue + button. Please add one email address at a time. 

6. The contact will be added to the right. You can remove this contact by selecting the blue x button by the email address. 

If adding multiple users, repeat steps 4-5. 

Once this workflow is completed, if the specific choice is chosen the contact(s) will be sent an email from [e-mail] with the contents of the entire job. 

Here is an example of what the email will look like:

Additional Information

Firewalls have been known to block these emails and sometimes they can be placed in your spam folder. Please review both of those areas if you are not receiving the emails. 

Contact XOi Support for any further issues.