This guide details the process of changing the email recipient of a workflow email.
Absence request workflows
The standard absence request workflows have the recipients set up to send the email notification inline with the settings in the workflow approval rule process.
The default recipient of absence requests is the employee's manager.
If your goal is to change the recipients for these workflows, you will need to do it via the workflow approval rules process.
Non-absence related workflows
If your goal is to change other absence related workflows (i.e. Absence - Cancellation Request) that do not have the email stage set up to send the email notification to the workflow approval rule, you can move to the next section of this article.
From a best practice perspective, the below stages should be followed:
Identify the correct workflow and workflow stage that needs to have the recipients changed.
Create a copy of the existing workflow.
Make the change in the copied workflow - adding/removing workflow email recipients.
Assign the copied altered workflow to the menu set.
Disable the replaced workflow.
Identify the correct workflow and email workflow stage
In the Admin Tool, click Workflow Log.
In the right-hand side of the window, adjust the date range to a period when the request was made.
Once the workflow instance has been identified, double-click it.
In the Stages section, find the Messaging stage. Once found, double-click it and observe the users who have been sent the notification. Take note of the Activity Name displayed in the Workflow Instance Stage Properties window.
Create a copy of the existing Workflow
Once you identified the workflow needing to be changed, you can open the Admin Tool and create a copy of workflow.
Add or remove email recipients
Once you have created the copy, you can add or remove recipients from the email/messaging stage within the workflow.
You will notice there are multiple options, which are detailed below. Depending on your immediate need, you can choose which option is best for your company.
Options:
Workflow Initiator - which sends the email to the user who triggered the workflow. (if this is configured in a batch job, it will relate to the Administrator User account and is likely not going to be appropriate. Instead consider the option: Related to Data entered in the workflow)
Users Related To The Workflow Initiator - which sends the email defined by a Role Filter (e.g. Employees Managed by Employee, Employees Supervised by Employee, Their Manager(s), Their Supervisor(s) etc.).
Users Involved Earlier In The Workflow - which sends the email to the users involved earlier in the Workflow stages (i.e. if the Workflow involves employees' Manager in an earlier stage than the Email stage you are currently amending, setting this option will redirect the email to the Manager).
Users Related to Users Involved Earlier in The Workflow - which sends the email to the users related to the user involved earlier in the Workflow stages (i.e. if the Workflow involves employees' Manager in an earlier Workflow stage than the Email stage you are currently amending, setting this option can help you get the email redirected to the Manager of the employees' Manager if they are involved in the Workflow).
Users Related to Data Entered/Edited Earlier in the Workflow - which sends the email to the recipient as dictated by the data used in the workflow. This option can help you send the email to a specific email address that was filled in a form whilst completing the Workflow.
Specific Users - which sends the email to users that might not have a connection to the employee (i.e. the recipient is not their Direct Manager or a user that was not involved earlier in the Workflow stages).
Another E-Mail Address - which sends the email to the email address desired without this needing to be connected to the user that triggered the Workflow.
Changing the recipient or add a new recipient
Double click the copy of the workflow you just created.
Click Open Designer.
Scroll through the workflow configuration until you find the Activity Name noted earlier. Double click it and observe the current recipients added in the Sender/Recipients section of the Workflow E-Mail Options.
If the current Recipients have to be replaced, select them and click Remove highlighted in blue in the right-hand side of the box.
To add the Initiator as a recipient, click on Initiator on the right-hand side.
To add a User Related to the Initiator or a new Recipient, click Other on the right-hand side. You will be prompted the window named Please specify the e-mail sender or recipient(s) that contains all the Recipient options described above. Depending which option you select, you will see the fields corresponding to each option becoming dynamically available for you to select the Role Filter/add the specific users/email address etc.
After you selected the desired Recipient, click OK to save the change for the messaging stage.
Click OK to save the changes for the workflow.
Click OK to close the Workflow Properties window.
Click OK for the Workflow Instance Properties.
Assign the altered workflow to the menu set
Within the Admin tool, in the Menus & Processes section, click Menus. This will display a list of existing menu sets.
Double-click the menu set the menu item will be assigned to. This will open a menu set properties window with, on the left, the menu items listed that are representative of the areas of the system that can be navigated to when logged in to the website.
To unlock the menu set, on the left, select the menu set and click the Padlock icon. A dialog appears saying Are you sure you wish to Unlock this Menu Set. Click Yes.
Select the area of the system the menu item will be assigned to. Under menu items, a list the existing menu items will be displayed.
To the right of the list of menu items, click Add Item.
Click Existing Workflow. This will open an Object Selector window.
Select the copy of the Workflow created earlier from the list.
Click OK. The Object Selector window closes, and the Menu Set Properties window displays a list of existing Menu Items including the Menu Item that has been added.
Click Apply to apply the changes to the Menu Set.
Click OK. The newly added Menu Item will now be visible when using the menu set.
Disable the replaced workflow
Within the same place as for Action 4, right click the replaced workflow and select Disable. This will prevent the original/replaced workflow from being displayed in the menu set now that you created a copy of it for the desired changes.