From a best practice perspective, it is recommended to create a copy of the workflow first in the TEST system so that you can alter the copy instead of the original workflow and test its efficiency. To do so, follow the steps below.
In the Admin Tool, click Workflow Configuration. Find the workflow to be edited.
On the right, click Copy the selected workflow. The workflow designer opens.
Click OK. A new workflow will now be in the listing, matching the name of the copied workflow, with the wording (copy) appended to the end. It will be disabled by default.
To rename the workflow, click Edit the selected workflow and change the name field.
To enable the workflow, click the red disabled dot icon.
Click OK to close the window. The new workflow is now ready to be assigned to a menu set.
Change an email sent by workflow
In the Admin Tool, click Workflow Configuration.
Double-click the workflow that contains the email to be amended. This will open a Workflow Properties window.
Click Open Designer. This will open the Workflow Designer.
Navigate through the Workflow Designer to find the email stage to be amended.
Double-click the email stage. This will open a Workflow E-Mail Options window.
Enter the relevant information in the Subject & Body fields. There are two ways to do this:
Manually type the information in the Subject or body field.
Click Merge Data. This will open a Workflow Description & Data Field Merge Editor window. You can make text in workflow task lists and other workflow information reflect data in or related to the workflow. Browse the tree to see which fields are available, then double-click or drag and drop the field into the text.
Click OK to validate changes made to the E-mail stage.
Click OK in the Workflow Designer to validate changes made to the workflow. A dialog appears stating Workflow Compiled Successfully.
Click OK. The Workflow Properties window appears.
Click OK.
Change an email sent by a batch job
Batch jobs can send emails directly; these will appear in the Messages section.
Batch jobs can send emails through stages in Workflows. If the batch job triggers a workflow, you will need to follow the steps above.
If you are altering a message directly in a batch job, continue with the steps below.
Within the Administrator Tool, in the Batch Job section, Double-click the Batch job to find the email to be amended. This will open the Job Properties window.
Double-click the email in the Message section. This will open a Message Configuration window.
Enter the relevant information in the Subject & Body fields. There are two ways to do this:
Manually type the information in the Subject or body field.
Click Merge Data. This will open a Workflow Description & Data Field Merge Editor window. Browse the tree to see which fields are available, then double-click or drag and drop the field into the text.
Click OK to save the changes.
Click OK in the Job Properties window to save the Batch job.
Find where an email is being sent from
There are a couple of places the email could come from:
Workflow
Batch job
Some batch jobs are scheduled to run workflows which may send an email.
To effectively identify which it is try the following queries.
Check if the email is sent from a batch job
Create a new Export - logging into the SelectSystem Database.
Copy the following SQL to your clipboard
Click Options
Click Paste SQL from Clipboard
Select Batch.Messages.Subject, Batch.Jobs.Description, Batch.Jobs.[Job Name], Batch.Jobs.[Job Number] From Batch.Messages Inner Join Batch.Jobs On Batch.Jobs.[Job Number] = Batch.Messages.[Job Number] Where Batch.Messages.Subject = 'REPLACE WITH SUBJECT'
This export will check the batch jobs for a configured email as it appears in the Batch job configuration screen.
Check if the email is sent from a workflow
Create a new Export - logging into the SelectSystem Database.
Copy the following SQL to your clipboard
Click Options
Click Paste SQL from Clipboard
Select Batch.Jobs.[Job Name], Batch.Workflows.[Workflow Number], Workflow.MessagingActivities.[Workflow Name], Workflow.MessagingActivities.Subject, Workflow.MessagingActivities.Body From Batch.Jobs Right Join Batch.Workflows On Batch.Jobs.[Job Number] = Batch.Workflows.[Job Number] Right Join Workflow.MessagingActivities On Batch.Workflows.[Workflow Number] = Workflow.MessagingActivities.[Workflow Number] Where Workflow.MessagingActivities.Subject = 'REPLACE WITH SUBJECT'
This export will check workflows related to batch jobs for a configured email stage.
If the email is sent using any kind of data for the employee, like their name, then you will need to adapt the query for this.
Eg. An employee has received an email which has the subject reading as "Absence request for John Doe for 18th Dec"
Your query in the criteria column of the export should read as Like 'Absence request for%' to ensure the name and date do not interfere.
Add new merge fields to the email
While it is possible to add in new merge fields to the email, this can be complicated and can lead to inaccurate or missing data on the email once it is sent if not done correctly.
As such, any merge fields testing should be performed within a workflow on the test system to test the changes before implementing them into live.
Support are unable to assist in this level of customisation due to the complexities involved, so if you would like any assistance from Access regarding how to add a relevant merge field and from which source, then this would need to be handled via our consultancy team via training or implementation.
If you are interested in training or implementation via consultancy, please contact your account manager to make this request.