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How do I notify team members of a potential action to-do if they are not assigned to the action?

Issue

How do I notify team members of a potential action to-do if they are not assigned to the action?

Background

Since a WFG action can only be assigned to one user at a time there exist options to automatically target the assigned user when sending out a notification. When configuring an additional action notification you can accomplish this by selecting the recipient option ‘Action assignee’. No matter the selected event used when configuring an additional notification, selecting ‘Action assignee’ will always target the current assigned user.

Solution

You may be asking youself at this point... what about when an action is not assigned to a specific user and instead the action is to be handled by a team using the “Self-Service” assignment method? In this case, even though the action is technically not assigned to a user, WorkflowGen will automatically interpret the ‘Action assignee’ recipient option to mean all team members and therefore all team members will receive the email*.

When sending an ‘Automatic: To do” email and the action is assigned, the recipient will receive an email with a link to directly launch the action from the email. If the same event (To do) is used when sending an additional notification to a team (action is not assigned), the team will receive a similar default email but since the action is not assigned to a user, the link to directly launch the action will not be present.

*The number of users receiving this email will be limited to the number provided in the configuration panel’s ‘Maximum number of users to notify’ parameter.