Master Data Management

Send Workflow Notifications When a Post Fails or Succeeds

Requests are workflow-enabled, meaning that each user assigned to a role in a request receives a notification when the tasks assigned to that role have work assigned.

By default, MDM does not send notifications when a request has succeeded or failed to post (i.e., when the request’s posting status is Success or Failed).

A Designer can configure settings at the scenario role level or the request role level for the Post role that determine if users registered in the Stewardship Tier or external users (users who are not registered and cannot log in to the product) receive a notification when a request posts successfully or fails to post.

For example, these notifications can alert users who do not access MDM that a material was successfully created. They could also inform users who are not assigned to a role for the request about posting success or failure.

The text of these workflow messages is set on the Category Workflow Language Message page for the Posted and Posted with Errors events.

NOTE: Workflow notifications are sent as emails only. A user’s workflow receipt options are not used when sending messages of this type.

NOTE: If the workflow notification contains a link, a user may log in to the Stewardship Tier using a valid user name and password to complete a task or view information. If the user is an external user, a login and password must be provided on-site if that user must access the Stewardship Tier via the email’s workflow link.

NOTE: When users are added on the Post Workflow Notification page, those users are also added to the Request Post Workflow Notification page. On that page, a user must be set as active to receive the notifications. Users are set to receive these notifications by default.

NOTE: Sending these types of notifications is optional.

NOTE: When using Auto Post, the Post Workflow Notification records at the specific Scenario's Post role are used to determine which users receive posting success or failure notifications.

To send workflow messages when a post fails or succeeds:

Add Task "Request Post Workflow Notification" to the Post Role

For users to receive notifications for posting success or failure, the "dspConduct™ task Request Post" Notification must be added to the Post role.

For Request Post Workflow Notifications to be sent, the Designer must set the priority of the Request Post Workflow Notification Task as the lowest priority for the Post role (i.e., the Request Post Workflow Notification task must be the first task assigned to the Post role).

To add the Request Post Workflow Notification task to the Post role:

  1. Click Master Data Management > Design in the Navigation pane.
  2. Click the Roles icon for a category.
  3. Click the Tasks icon for a Post role.

  4. Click Add.

    View the field descriptions for the Role (Tasks) page

  5. Enter the priority for the task in the PRIORITY field.

    NOTE: This task must be set as the first task in the Post role (i.e., have the lowest priority)

  6. Select Request Post Workflow Notification in the TASK ID combo box.
  7. Click Save.

Configure Users who Receive Workflow Notifications at the Scenario Role Level

Configuring these settings at the scenario role level allows them to be set once for any request based on the scenario role. After a Designer saves a record at the scenario role level, the user is added to the Request Post Notification Workflow page.

The Designer can also configure all of these settings at the request role level without adding them at the scenario role level.  Refer to Configure Users who Receive Workflow Notifications at the Request Role Level for more information.

NOTE: Before performing this task, the Designer must access the Category Workflow Language Message page once for notifications to be sent. On this page, the Designer can set the email address that sends the notifications for events, including the Posted and Posted with Errors event used with these types of notifications. The default language for notifications is English. If the text of the notifications is in another language, the Designer must add the translated text for that message. Refer to Create Language-specific Workflow Messages for a Category for more information. 

To configure a user who can receive notification emails for posting success or failure for the Post role:

  1. Click Master Data Management > Design in the Navigation pane.
  2. Click the Scenarios icon for a category.
  3. Click the Roles icon for a scenario.
  4. Click Vertical View for the Post role.
  5. Click the Post Workflow Notification icon.

  6. Click Add.

    View the field descriptions for the Post Workflow Notification page

  7. If the user is an external user, enter the ID of the external user in the USER ID combo box.

    NOTE: The user ID cannot match any ID already registered in the Stewardship Tier.

    OR

    Select the user ID of the registered user from the USER ID combo box.

  8. If the user is an external user, enter the external user’s name in the USER NAME combo box.

    OR

    Select the user name of the registered user from the USER NAME combo box.

  9. If the user is an external user, enter the external user’s address in the E MAIL ADDRESS combo box.

    OR

    Select the email address registered to the registered user in the Stewardship Tier in the E MAIL ADDRESS combo box.

  10. Select the language of the workflow message in the LANGUAGE ID list box.

    NOTE: Workflow messages must have been added for that language to the Category Workflow Language Message  page for the Posted and Posted with Errors event. If they are not added, the notifications are not sent. Refer to Create Language-specific Workflow Messages for more information.

  11. Click the SEND POST SUCCESS check box to enable it, if needed.

    NOTE: The notification is sent when the posting status is Success.

  12. Click the SEND POST FAIL check box to enable it, if needed.

    NOTE: The notification is sent when the posting status is Failed.

  13. Click Save.

NOTE: Any updates to registered user information on this page is not reflected in the user’s account information. If, for example, the Designer updates the email address on this page for a user registered in the Stewardship Tier, the email address associated with that user account is not updated.

Configure Users who Receive Workflow Notifications at the Request Role Level

Configuring these settings at the request role level allows them to be set for any request based on the role.

NOTE: Before performing this task, the Designer must access the Category Workflow Language Message page once for notifications to be sent. On this page, the Designer can set the email address that sends the notifications for events, including the Posted and Posted with Errors event used with these types of notifications. The default language for notifications is English. If the text of the notifications is in another language, the Designer must add the translated text for that message. Refer to Create Language-specific Workflow Messages for more information. 

To configure an external or registered user who can receive notification emails for posting success or failure for the Post role:

  1. Click Master Data Management > Requests in the Navigation pane.
  2. Click the Roles icon for a request.
  3. Click Vertical View for the Post role.

  4. Click the Request Post Workflow Notification button.

    NOTE: The button is disabled until the Review role is finished and the Post role has started.

    NOTE: The "dspConduct task Request Post Workflow" Notification must have been added to the role for this button to display. Refer to Add Task Request Post Workflow Notification to the Post Role for more information.

  5. Click Add.

    View the field descriptions for the Request Post Workflow Notification page

  6. If the user is an external user, enter the ID of the external user in the USER ID combo box.

    NOTE: The user ID cannot match any ID already registered in the Stewardship Tier.

    OR

    Select the user ID of the registered user from the USER ID combo box.

    NOTE: The USER NAME, E MAIL ADDRESS, and LANGUAGE ID fields are populated based on the selected registered user ID. If the registered Stewardship Tier user does not have an associated Name, Email Address or Language setting then edit the record and update these values on the page.

  7. If the user is an external user, enter the external user’s name in the USER NAME combo box.:

    NOTE: The name entered in the USER NAME field will be used in the notification email and is a required field that cannot be set to NULL.

  8. the user is an external user, enter the external user’s address in the E MAIL ADDRESS combo box.

  9. Select the language of the workflow message in the LANGUAGE ID list box.

    NOTE: Workflow messages must have been added for that language to the Category Workflow Language Message page for the Posted and Posted with Errors event. If they are not added, the notifications are not sent. Refer to Create Language-specific Workflow Messages for more information.:

    NOTE: The languages that display in the list box are active languages in the Stewardship Tier set on the Languages page in System Administration.

  10. Click the SEND POST SUCCESS check box to enable it, if needed.

    NOTE: The notification is sent when the posting status is Success.

  11. Click the SEND POST FAIL check box to enable it, if needed.

    NOTE: The notification is sent when the posting status is Failed.

  12. Click the ACTIVE check box to disable it if the user should not receive the notifications.
  13. Click Save

NOTE: Any updates to registered user information on this page is not reflected in the user’s account information. If, for example, the Designer updates the email address on this page for a user registered in the Stewardship Tier, the email address associated with that user account is not updated.