Task Notification tab

Use the Task Notification tab to customize the task notification email sent to the recipients. You can select between a default or customized email notification. When you customize the email notification, you can add recipients, change the subject and body of the message, and add attachments.

Example of a Customized Task Notification

  1. Select the Task step and click the Task Notification tab.
    2. The following table explains the available options:
    OptionExplanationHow to Use
    Task Notification

    Use this section to enable notifications. The email is sent to recipients. You can also customize the notification. The following options are available:

    • Send email task notification - Select this to send a notification to the recipients when a task is created. By default, the Send email task notification option is selected.
    • Customize Notification - Select this to customize the message sent to recipients.

    Check the Send email task notification check box to send an email notification. If this option is unchecked, no notification is.

    Check the Customize Notification check box to customize the notification. If this option is unchecked, a standard notification email is used.

    Subject

    Specify a subject for the email. You can type text and drag and drop values from the Context Browser to create a unique subject line.

    To enable this field, check the Customize Notification option.

    Drag and drop inline functions and field properties (from the Context Browser) into the field to create dynamic functions.

    Email Send Types drop down

    Click the drop down icon next to the label to add or edit From, Cc, and Bcc properties for the email. You can add additional multiple emails to the Bcc and Cc fields, but you can only specify one sender in the From email send type field.

    If you specify a sender's email address in the From email field, ensure that the K2 service account has permission to send email on that email's behalf. This is typically done by assigning or granting Delegate Rights for the K2 service account to send the email on behalf of the other email address that you entered into the From field. For more information on Delegate Access, see the Allow someone else to manage your mail and calendar article from the Microsoft Office support site.If you use an alternate From email, note that SmartActions will not function, since the SmartAction reply emails will be sent to the alternate From email.

    Select a user or group from the drop down menu. Click the Edit button to type, construct or drag and drop an email address, username or group from the Context Browser into the field.

    Click the Add link to add additional recipients.

    If you want to specify multiple email addresses in the same line, use a semicolon as the separator, for example: codi@denallix.com;bob@denallix.com

    To add From, Cc or Bcc properties, click the drop icon next to the label, and check the relevant check boxes for the email properties that you want to add. To remove a property from the email, uncheck the check box.

    Body

    Customize the body of the notification. A standard email notification template is added by default, but you can create a custom message. As with the subject, you can create dynamic content using items from the Context Browser. You can click and drag items or click the Insert Field link.

    You can directly type a message into the body, or alternatively use the Text Editor to create formatted content. Using the Text Editor gives you access to formatting to specify things like font, font size, bold, italic and underline formatting, and text alignment.

    In the Text Editor, you can toggle between the rich-text editing mode and HTML editing mode by clicking the HTML button.

    Using HTML mode

    The HTML mode is only available after installing K2 Five (5.2) Fix Pack 5.

    When editing the HTML for an email, pay attention to the allowed "safe" HTML tags and attributes:

    • Safe Tags: strong, em, b, i, p, code, pre, tt, samp, kbd, var, sub, sup, dfn, cite, big, small, address, hr, br, id, div, span, h1, h2, h3, h4, h5, h6, ul, ol, li, dl, dt, dd, abbr, acronym, a, img, blockquote, del, ins, u, table, thead, tbody, tfoot, tr, th, td, colgroup, col, font
    • Safe Attributes: abbr, accept, accept-charset, accesskey, action, align, alt, axis, border, cellpadding, cellspacing, char, charoff, charset, checked, cite, class, clear, cols, colspan, color, compact, coords, datetime, dir, disabled, enctype, face, for, frame, headers, height, href, hreflang, hspace, id, ismap, label, lang, longdesc, maxlength, media, method, multiple, name, nohref, noshade, nowrap, prompt, readonly, rel, rev, rows, rowspan, rules, scope, selected, shape, size, span, src, start, style, summary, tabindex, target, title, type, usemap, valign, value, vspace, width, xml:lang

    If you use an unsafe tag or attribute, an error message We can't render this HTML in Rich text view will be displayed.

    To enable this field, check the Customize Notification option.

    Manually type the email message.

    Drag and drop inline functions and field properties (from the Context Browser) into the field to create dynamic functions. Click the Insert Field link to expand the Context Browser.

    Click the Open Text Editor link to open the rich text panel to edit font type, size and alignment. Use the HTML button to toggle between rich text and HTML modes.

    To close the panel click the I'm Done! link.

    Attachment

    Add attachments to the email. You can use a reference, a function, or a SmartObject that returns a file in the Attachment field.

    To enable this field, check the Customize Notification option.

    Click the Add button to add attachments fields.

    Drag and drop a document reference, function that returns a file, or a SmartObject property that returns a file to add the attachment to the email.

  2. By default, the Send email task notification check box is checked. To enable customization, check Customize Notification.
  3. Click the Subject drop down menu. Use this to include From, Cc, and Bcc recipients to the email notification.

    4. A default value is set in the From address but can be changed. Configure the CC value to send a carbon copy, or the BCC value to send a blind carbon copy.
    If you want to specify multiple email addresses in the same line, use a semicolon as the separator, for example: codi@denallix.com;bob@denallix.com
    If you change the From address, SmartActions may not work as expected.

    Use any of these methods to search for a user, role and group:

    Search methodDescription
    Display name

    Use the display name or part thereof to search on.

    Example: Type par in the search area to return results.

    Group

    Use the display name or part thereof to search for a group of users.

    Example: Type Human in the search area to return Human Resources.

    Click the See Users link to view all members of the selected group.

    FQN

    Use the Fully Qualified Name (FQN) to search on.

    Example: Type denallix\bob in the search area to return Bob.

    When you type a user name into the field, make sure it is a valid user and you've not made any spelling mistakes as user names are not validated. Typing an invalid user may result in orphaned workflow instances. If you think you have orphaned workflow instances, go to K2 Management and redirect the tasks to a valid user.

    Email

    Use the Email address to search on.

    Example: Type bob@denallix.com in the search area to return Bob.

    Drag a SmartObject from the context browser into the To, CC and BCC field to add a group.

  4. Type a description in the subject field or use the Context Browser to drag fields and functions to create a dynamic subject.
  5. To clear the default template format from the body, click the Clear link.
  6. To make further customizations of the body you can use the expanded text editor panel by clicking Open Text Editor.
  7. When you do the panel displays on the right with a toolbar allowing you to set font properties for the notification body.
  8. Edit the body as necessary for the customized notification. You can use the text formatting tools such as Font, Font size, Bold, Italic, Underline and Align. You can use the Context Browser to drag fields and functions to define the email body. Add fields by clicking Insert Field to expand the context browser.
  9. Use the HTML button to toggle rich text and HTML modes. In rich text mode, you create or edit rich text content, such as for email and notifications that are lengthy and require custom formatting and more dynamic content.

    The We can't render this HTML in Rich text view message shows when you use an unsafe tag or attribute in your HTML text configuration.
    The HTML mode is only available after installing K2 Five (5.2) Fix Pack 5.
  10. Click the I'm Done link to collapse the panel when you're finished editing the body.
  11. To link attachments to the email notification, click Add Attachment.
  12. You can use a reference, a function, or a SmartObject method that returns a file in the Attachment field. Click the Add icon to add more attachments. To remove an attachment, select it and click the Trash bin. In this example, the original claim application document is attached to the email notification using a SharePoint library reference.
    13. The SmartForm Integration (Start step) only returns the document submitted. A Create Reference step is required to return a specific document. When using the Get File from Content inline function, remember to add the file type extension. When using a SmartObject you must use the Smartfield Composer to configure the ID of the document to retrieve the correct one.
  13. Click the Add button to add more attachments. To remove an attachment, select it and click the Trash bin.

  14. Your changes are automatically saved.