Notification Templates
Embed consistent, contextual communication into workflows, schedules, and operational alerts.
Configure reusable templates, recipients, content, and trigger points so the right people are informed when work is assigned, delayed, approved, completed, or requires attention.
Explore the CapabilityNotification Templates
Reusable Templates with Record Context
- Create named templates with subjects, bodies, purpose, message text, and contextual placeholders.
- Reuse templates across entity types, workflows, schedules, approvals, assignments, and reminders.
- Include record-specific values such as task name, owner, status, dates, location, priority, or comments.
In practice
Consistent milestone updates
Lifecycle milestones trigger configured customer or stakeholder messages at assignment, hold, completion, or closure. Templates preserve consistent wording while including the relevant record details.
Notification Templates
Configurable Recipients and Routing
- Route messages to assignees, record owners, managers, dispatchers, approvers, role groups, or configured stakeholders.
- Use record context and process ownership to select the relevant audience.
- Escalate overdue or failed items to authoritative users only when required.
In practice
Field job assignment
A dispatcher assigns work and the field agent receives the job, location, schedule, and expected action through a configured message.
Notification Templates
Lifecycle, Command, and Schedule Triggers
- Trigger notifications from promote commands, programs, scheduled jobs, assignment changes, approval steps, or exception checks.
- Attach messages to state changes such as Under Review to Approved, On Hold, Rejected, or Completed.
- Include a notification in an automation sequence that also updates attributes, releases resources, or executes a program.
In practice
Approval requests and outcomes
An approver receives a request when work enters Under Review. The requestor is informed when the record is approved or rejected, keeping communication aligned with the process.
Notification Templates
Condition-Based Alerts and Noise Control
- Decide which events notify users and which are only logged.
- Send alerts when conditions indicate overdue work, failed validation, high priority, non-compliance, or a blocked workflow.
- Keep messages aligned with workflow history and audit context so recipients can understand why they were notified.
In practice
Selective failure escalation
A selected critical failure in a command or scheduled program notifies an administrator or process owner. Non-critical failures remain in logs without generating unnecessary alerts.
How Notification Templates Works
Identify the communication event, such as an assignment, transition, overdue item, or exception.
Create a template with subject, body, context values, and clear action guidance.
Configure recipients using roles, ownership, assignments, groups, or named stakeholders.
Attach the template to a lifecycle command, scheduled job, program, or workflow event.
Choose whether the event always notifies, notifies conditionally, or only creates a log.
Test representative records to confirm recipients, content, timing, and trigger behavior.
Connected and Governed
- Use lifecycle actions to send approval, hold, rejection, completion, and failure messages.
- Connect scheduled jobs to reminders, recurring summaries, and overdue notifications.
- Trigger alerts when Dynamic Form responses indicate risk, missing data, or required review.
- Integrate external delivery channels through APIs or enterprise connectors where required.
Business Value
- Reduce manual follow-up through communication embedded in workflows.
- Improve responsiveness by informing the right people at the right time.
- Standardize message content, recipients, and trigger behavior.
- Reduce notification noise with condition-based alerts and selective escalation.
Make Communication Part of the Process
Combine reusable templates, contextual values, and configured triggers to keep stakeholders informed when action or awareness is required.