Send email notification when a specified user publishes any page

Gregg Duncan asked on March 26, 2014 16:39

Is it possible to send a notification when a specific user publishes ANY page. We don't want to use the workflow to require that the pages be approved. But we would like to keep certain people notified of which pages on our site have been changed by certain people.

Correct Answer

Brenden Kehren answered on March 27, 2014 10:18

Then assign a scope the workflow and set the condition to look for the current user is in roles or document owner is one of the specified. What this will do is if any of those people are found, the document will be put in workflow and email(s) will be sent, if not, then the document won't even enter that workflow. This should do what you're looking for.

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Brenden Kehren answered on March 26, 2014 22:40

You'd still use workflow although you'd need to modify the settings of the workflow to automatically publish the page and send emails. Check out the default workflow and click the EMAIL tab. Ensure the Send notification emails radio button is selected on YES. Then uncheck all the specific emails EXCEPT send published. . Then make sure you select a template to send otherwise nothing will be sent. Then add users you want to notify.

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Gregg Duncan answered on March 27, 2014 09:19 (last edited on March 27, 2014 09:19)

Hi, Brendan. Thanks for the quick response. I was looking for a way to send the notification if the page was published by a specific user or role. When we have new people come on board we would like to be able to verify what they have done. But we don't want their work to have to be approved in the workflow. The content manager is not always available. And once a page is submitted for approval the user is prevented from making additional updates until the change is approved.

We really don't want to send an email for every page that gets published as our content manager would have to wade through hundreds of emails per day looking for the few changes made by the specific users ( yes we do have that may updates each day ). We may have to go that route but we'd like to avoid it if at all possible.

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Gregg Duncan answered on March 28, 2014 11:01

Thank you Brenden. That's exactly what I was looking for.

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