Notify of open tasks (background notification service)

This eWorkflow checks all open tasks assigned to the user and sends the user an email with the list of open tasks.

The eWorkflow is divided into the following steps:

1. The eWorkflow first searches for all open tasks for all PANTHEON users. The key blocks in this step are the Database and Script blocks.
2. Then, the eWorkflow checks whether there is an email address for the user responsible for the task.
3. The eWorkflow sends an email notification on the open tasks to the user. When it sends the message or fails to find the user's email address, it moves on to the next open task. The key block in this step is the Send mail block.
4. Once it has checked all open tasks, the eWorkflow is finished.

HINT For a use case, see the chapter Notifying of open tasks (use case).

1. Transferring the eWorkflow from the server

Before starting to define the required settings, you need to check whether the eWorkflow already exists in Workflow Design.

If the eWorkflow does not exist yet, you can download it from the server using the form Download register – workflow definitions.

The eWorkflow can be found in the General group.

For a use case of how to download the predefined workflow definitions from the server, see the chapter Transferring eWorkflow via PANTHEON Web Service.

After the download, you can change the text of the email message as desired.

2. Modifying the eWorkflow

You can modify the text of the email message according to your needs.

To do this, double-click the Send mail block to open the block settings form.

The block settings are predefined.

In the Subject field, enter a new text, in this case: "(Tecta Plc.) Notification of open tasks".

In the Message field, replace the default text with "Please finish the following open tasks: [TASK]".

WARNING The [EMAIL] and [TASK] block variables are predefined. These variables are necessary for the eWorkflow to work properly, which is why you should not delete them. For more information on the block, see the chapter Send mail.

Click OK to confirm the changes.

Click the (Post edit) button to start the verification of the eWorkflow and save the changes.

The new text has now been set.

Next, you need to set up the automatic start (autorun) of the eWorkflow.

3. Setting up the eWorkflow autorun

The eWorkflow needs to start automatically on the automation server when the program is started for all users.

To do this, open the menu Settings | Program | Administration Panel and the panel Settings | Task Autorun.

HINT For more information on the panel, see the chapter Task Autorun in the technical guide.

3.1 Setting up the parameters in the Execution tab

Click in the Lines table and use the down arrow key to move to the bottom of the table until a new lines opens.

In the Type field of the table, select eWorkflow from the drop-down list.

In the Execution type field of the Execution tab, select At PANTHEON Start from the drop-down list.

In the eWorkflow field, select Notify of open tasks from the drop-down list.

Check the checkbox Run on Automation Server to specify that the eWorkflow is started when the program is started on the PANTHEON Automation Server (PAAS).

HINT For more information on the automation server, see the chapter PANTHEON Automation Server (PAAS).

Pressing the down arrow key saves the changes and assigns an ID to the entered line: 10.

3.2 Setting up the users in the Users tab

To set up users for whom the eWorkflow will check open tasks, select the Users tab.

The list on the left shows all PANTHEON users, while the list on the right shows users to whom the eWorkflow has already been assigned. The right list is empty by default.

Clicking the (Add all) button transfers all users to the right list, which means that the eWorkflow is assigned to all users.

Next, you need to set up email in PANTHEON.

4. Setting up email in PANTHEON

HINT For more information on the panel, see the chapter Internet in the technical guide.

5. Entering the user's email address

To enable the emails to be sent to the relevant user, the user's email address needs to be entered.

The email address for each user is entered in the E-mail field in the Subjects register.

The Subjects register can be accessed from the menu Settings | Subjects | Subjects.

In the register, you need to search for your company, in this case: Tecta, Plc.

In the General panel, you will find the contact persons in the table at the bottom of the form.

Clicking the line of the contact person opens the form for data entry.

Click the table in the top right corner of the form and use the down arrow key to open a new line.

In the Type field, select E-mail from the drop-down list.

In the Phone / E-Mail / URL field, enter the user's email address, in this case: marc@tecta.com.

Click the (Post edit) button to save the changes.

The email address is now displayed in the contact person's line in the E-mail field.

HINT For more information on the contact persons in the Subjects register, see the chapter Contacts in the technical guide.