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As Admin can I receive an email when any workflow is initiated?


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I was curious if it was possible to get a notification email when any workflow is initiated? 

Best answer by Scott Brooks

Hi Jon,

There is nothing in settings or Admin that when configured would always notify a designated person whenever a workflow is initiated in the account.  There is an Advanced Workflow Error Notification User, but that is just for when a workflow errors and hopefully that is not happening for you everytime a workflow is starting.

The only way to accomplish this would be to add an Email step to each of the individual workflows that you want a notification for when initiated.  That will allow you to specify a From, To, CC, BCC, Subject and Body which you can hard code to include whatever you want to be sent, whenever you want it sent and to whoever needs to get it. 

As a quick note on best practices, if you are going to hardcode the To field, I would recommend that you use a Group (vs. a hard coded user) so you could include one or many people by adding/removing them from the Group and doesn’t require a workflow update every time you want to change the recipient.

Best of luck!

Scott

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2 replies

Scott Brooks
Conversation Starter
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  • Conversation Starter
  • 7 replies
  • Answer
  • January 24, 2024

Hi Jon,

There is nothing in settings or Admin that when configured would always notify a designated person whenever a workflow is initiated in the account.  There is an Advanced Workflow Error Notification User, but that is just for when a workflow errors and hopefully that is not happening for you everytime a workflow is starting.

The only way to accomplish this would be to add an Email step to each of the individual workflows that you want a notification for when initiated.  That will allow you to specify a From, To, CC, BCC, Subject and Body which you can hard code to include whatever you want to be sent, whenever you want it sent and to whoever needs to get it. 

As a quick note on best practices, if you are going to hardcode the To field, I would recommend that you use a Group (vs. a hard coded user) so you could include one or many people by adding/removing them from the Group and doesn’t require a workflow update every time you want to change the recipient.

Best of luck!

Scott


Justin Jiang
Digital Collaborator
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  • Digital Collaborator
  • 205 replies
  • April 25, 2024

Dont use hardcoded in UAT, it will disappear in production. Always use groups.