The workflow process automatically notifies the members of the authorized roles that there's a document waiting for their approval. It also sends a notification to the document author (the user who last edited the document in the Edit step and sent it to the next workflow step) when the document status changes. Lastly, a notification is also sent to all users who have the Manage workflow permission for all content.

 

Please note: notification e-mails are not sent among users who have the same e-mail address, i.e. when user1 and user2 have the same address and user1 sends a document for user2's approval, no notification e-mail is sent.

 

You can turn off e-mail notifications in the workflow process in Site Manager -> Settings -> Content -> Content Management. Here you can set the following values:

 

•Send workflow e-mails - indicates if workflow e-mails should be sent.

•Send workflow e-mails from - the e-mail address from which the e-mails will be sent.

 

Workflow notification e-mail templates

 

You can customize the workflow notification e-mails in Site Manager -> Administration -> E-mail templates. The workflow uses the following e-mail templates:

 

•Workflow - Document approved

•Workflow - Document archived

•Workflow - Document published

•Workflow - Document ready for approval

•Workflow - Document rejected

 

You can use the following specific context macros in the workflow notification templates:

 

•{% applicationurl %} - URL of the current Kentico CMS application, including protocol and domain name.

•{% approvedby %} - e-mail address of the user who approved the document.

•{% approvedwhen %} - date and time of approval/rejection/archiving.

•{% originalstepname %} - original workflow step in which the document was before the approval/rejection/archiving.

•{% currentstepname %} - workflow step into which the document was switched by the approval/rejection/archiving.

•{% comment %} - comment added by the user who changed the workflow status of the document.

•{% firstname %} - first name of the user who changed the workflow status of the document.

•{% lastname %} - last name of the user who changed the workflow status of the document.

•{% username %} - username of the user who changed the workflow status of the document.

•{% email %} - e-mail address of the user who changed the workflow status of the document.

•{% fullname %} - full name of the user who changed the workflow status of the document.

•{% documentpreviewurl %} - preview link to the unpublished version of the document.

•{% documentediturl %} - URL leading to editing interface of the document in CMS Desk.

 

You can also access the following objects and their properties (e.g. {% User.UserName %}):

 

•{% Document %} - TreeNode object of the document whose workflow status was changed.

•{% User %} - UserInfo object of the user who changed the workflow status of the document.

•{% OriginalStep %} - WorkflowStepInfo object of the original workflow step in which the document was before the workflow status change.

•{% CurrentStep %} - WorkflowStepInfo object of the workflow step into which the document was switched.

 

Besides these special ones, you can also use all other standard macro expressions in the templates. See the Development -> Macro expressions chapter of this guide for more information about macro expressions in Kentico CMS.