Notifications Tab

The Notifications tab is where you set up either email or worklist items that notify approvers of a form that requires their review. GT eForms allows for enhanced functionality beyond traditional emails because of the ability to use Smart Sources to add information that customizes each email automatically.

NOTE

Notifications are sent out via the PS_ROLEXLATOPR table, which PeopleSoft uses for the email address to send notifications.

Navigation: Manage GT eForms 3.x > Form Setup > Notifications

Notifications

On this tab, all the notifications (emails and worklists) associated with this form are configured. Each email or worklist triggered needs to be listed.

Default Routings and Conditional Override

Field	Value/Use
Form Type	Displays the form type name for reference. Next to the field, the form type description is displayed for reference
Condition	Each form will have a default condition. Additional conditions can be configured by using the plus button.
Copy (button)	Copy the current condition
Paste (button)	Paste the copied condition
Revert (button)	Revert the condition to the default

Notifications

Field	Value/Use
Approval Step	Select the point in the approval process at which the notification gets triggered. All Steps is an option often used if the exact step isn't of importance. Ad Hoc is used for notifications that could be triggered once action has been taken by an approval step that was added using the Ad Hoc feature.
Advanced Events (checkbox)	When checked, additional options become available in the Form Action dropdown
Notification Event	Select a GT-defined Form Action - this defines the action that will trigger the potential notification. See the section below for additional information about these options. If the advanced flag is checked, then the PeopleSoft Approval Engine actions will also be visible
Notification Type	Select the type of notification to be sent: email, worklist, or both
Use Step Task? (checkbox)	Only visible when sending a worklist notification. When checked, uses the form task defined on the Routings tab for the step in the approval process
Form Task	Only visible when sending a worklist notification. Determines the type of task link that will be generated in the worklist of the recipient. If “Use Step Task” is not checked, manually set the form task here
Email ID	Only visible when sending an email notification. Select the Email ID of the template to be used for generating the email notification. See the Email Templates document for for more details.
Use Step Roster? (checkbox)	When checked, uses the roster defined on the Routings tab to determine who to route the notification to. This is only shown as an option for the notification event Routed.
Rosters	Selected Rosters, if any
	Defines who to route the notification to. If “Use Step Roster” is not checked, clicking on this icon will bring up the Roster Setup. Refer to the Roster Engine document for detailed configuration instructions.
Visual If	Clicking on this icon will bring up the Visual If Expression setup. Refer to the Visual Ifs document for detailed configuration instructions.
Copy	Copy the current Notification
Paste	Paste the copied Notification
Revert	Revert the Notification to the default

Notification Event Options

• Approved
  • This notification is triggered when an evaluator approves a form at a workflow step. If there are multiple workflow steps, and a notification is set up on the Approved event, a notification will be sent each time an evaluator approves a step.
• Authorized
  • This notification is triggered when the final evaluator approves a form, and the form is considered authorized. If only one workflow step exists, then the form is both approved and authorized in that single step.
• Denied
  • This notification is triggered when any evaluator denies a form at any workflow step.
• Executed
  • This notification is triggered after a form is authorized and the CI (Component Interface or “PeopleSoft Update”) has run to completion.
• In Error
  • This notification is triggered after a form has been executed and the CI (Component Interface or “PeopleSoft Update”) does not complete after encountering an error.
• Placed on Hold
  • This notification is triggered when anyone uses the Hold button to set a form aside for later completion.
• Recycled
  • This notification is triggered when an evaluator sends the form back to the originator for some reason, usually to correct a mistake made by the originator.
• Resubmitted
  • This notification is triggered when an originator resubmits a form to the workflow. This action is found in the Update task.
• Routed
  • This notification is triggered when a form is routed to an evaluator. If there are multiple workflow steps, and a notification is set up on the Routed event, a notification will be sent each time the form advances to each evaluation step. Frequently, this event is set up to send the notification to the evaluators to whom the form is currently routed (the “Use Step Roster” option is enabled). Additionally, it is possible to set up a Routed notification to send a different email template to each evaluation roster at each step.
• Saved
  • This notification is triggered when a user saves a form in either the Add or Update task.
• Submitted
  • This notification is triggered when a user submits a form to the workflow.
• Withdrawn
  • This notification is triggered when a user withdrawal a form in the Update or Evaluate task.

Worklist Notification Subject

This section is used to define the form link description that appears in the PeopleSoft worklist for this form. The same description will be used for all worklist notifications generated under this form type.

Field	Value/Use
Seq	Order that the values should appear
Type	Select Smart Source to insert a dynamic value based on form-specific information. Select Constant to enter a constant value that should be inserted.
Smart Source	Field shows when Smart Source is selected for Type. Selecting valid smart sources will generate dynamic content.
Value	Field shows when Constant is selected as Type. Static text entered will be inserted.

Example of Resulting Worklist Notification Links on PS Worklist