13.1 Creating Templates

You can create notification templates to notify approvers, remind approvers, and escalate if there is any delay in approvals. You can then attach the template to the workflow activity that supports email notifications.

13.1.1 Creating a New Notification Template

To create a new notification template:

  1. Select Catalog > Notification Templates.

  2. Click the plus sign (+).

  3. Provide a unique template ID and a template name.

    NOTE:The Template ID field supports a few special characters. The characters are, underscore (_), “at” sign (@), hyphen (-), period (.), colon (:).

  4. Select the format.

  5. In the Subject field, type the text for the email subject line.

  6. In the Message box, type the message you want to be displayed in the notification.

    NOTE:You can insert tokens in the email subject line and in the message. To do so, click where you want to insert the token, select the token from the Tokens box, then click Insert Token. For more information, see Inserting a Token.

  7. Click CREATE.

The template is always created in the default language. The default template is sent to recipients when their local language template is not available.

13.1.2 Inserting a Token

Tokens are variables or replacement tags for text such as the user’s name. You can use the following tokens in the subject line and message body of the email:

Template tokens

You can insert template tokens while creating a template. When the template is attached to an activity, you must define the source expression for the target tokens in the data item mapping section of Workflow Builder. For example, a template that is used to notify users of password expiry, you include the token $recipientname$, you can add the source expression or add a string value, such as ‘full name’. So, when the email is sent, the $recipientname$ token will be dynamically replaced with the full name of the person who is going to receive the notification.

Standard tokens

You can insert standard tokens while creating a template. However, when you attach the template to an activity, the tokens are not displayed in the data item mapping section. The replacement values for these tokens are generated from the back-end. The following standard tokens are available for selection:

  • $PORT$




  • $HOST$



System tokens

The system tokens are included in all the templates. These tokens are standard, and once you attach a template to an activity, these tokens are added to the template from Workflow Builder. You must define the source expression for the target tokens in the data item mapping section of Workflow Builder. The following system tokens are available:

  • TO

  • CC

  • BCC


  • TO_DN

  • CC_DN

  • BCC_DN