Description:

The Create User Notification workflow step creates a notification and assigns it to selected users and/or roles. The notification can include a subject and a rich-text message, and the workflow can optionally email the selected recipients.

The step supports:

• Selecting individual users to receive the notification.
• Selecting roles to receive the notification.
• Providing a notification subject.
• Providing a rich-text notification message.
• Optionally sending an email notification.
• Using workflow-generated information in the notification subject and message.
• Creating notifications as part of an automated workflow process.

 

 

 

Usage:

The Create User Notification step is typically placed after a workflow has determined that one or more users or roles need to be informed about an event, status change, request, or workflow action.

You can select recipients directly through the user and role properties, and populate the notification subject and message using workflow information.

A typical workflow pattern is:

Process Activity → Create User Notification → Continue Process

For example, the notification can be used to:

• Inform users about a workflow event.
• Notify a role when an action is required.
• Send an approval or status notification.
• Inform users that processing has completed.
• Provide workflow-generated information to selected recipients.
• Send an email in addition to creating the FlowWright notification.
• Create standardized notifications for recurring workflow events.

 

 

Typical Workflow Suggestions:

Notify Selected Users

Use the step when a notification needs to be assigned to specific FlowWright users.

Example:

Process Request → Create User Notification → Continue Process

Select the required users in Select users to assign to and provide the notification subject and message.

Example notification:

Subject:
New Request Requires Attention

Message:
Request REQ-1045 requires your attention.

 

Notify a Role

Use this step when the notification should be associated with a FlowWright role rather than a specific individual user.

Example:

Submit Request → Create User Notification → Continue Process

Select the appropriate role using Select roles to assign to.

This is useful when the workflow doesn't need to identify a particular individual and the notification should go to members associated with a role.

 

Notify Users and Roles

Use both recipient properties when a workflow needs to notify specific users as well as a role.

Example:

Process Request → Create User Notification → Continue Process

Recipients:

• Selected User: Request Owner
• Selected Role: Approvers

This allows the workflow to communicate the same event to multiple recipient categories.

 

Notify Users About an Approval Request

Use the step to notify users when an approval action is required.

Example:

Submit Request → Create User Notification → Approval

Subject:

Approval Required

Message:

Request {{RequestID}} submitted by {{Requester}} requires approval.

Workflow Variables can be used to populate information specific to the current process instance.

 

Send an Email Notification

Enable Send email when the workflow should also send an email notification.

Example:

Process Event → Create User Notification → Continue Process

Configure:

• Recipients.
• Subject.
• Message.
• Send email = enabled.

The XML explicitly exposes Send email as an optional checkbox property.

 

Create Status Notifications

Use the step to notify users when an important workflow status changes.

Example:

Update Request Status → Create User Notification

Subject:

Request Status Updated

Message:

Request {{RequestID}} is now {{Status}}.

Use this pattern for submitted, approved, rejected, completed, or other workflow-specific statuses.

 

Notify Users When Processing Completes

Use the step at the end of a workflow to inform users that processing has completed.

Example:

Process Data → Generate Result → Create User Notification

Subject:

Processing Completed

Message:

The requested processing for {{RequestID}} has completed successfully.

 

Create Rich-Text Notifications

The Message property uses the ClsRichTextBox data type. This allows the notification message to use the rich-text input supported by the FlowWright step.

Example:

Subject:

Purchase Request Update

Message:

<formatted notification containing request details and instructions>

Rich-text formatting can be useful when the notification contains several pieces of information that should be presented in a structured format.

 

Build Dynamic Notification Messages

Use workflow Variables or other workflow-generated values in the notification content.

Example:

Retrieve Request Data → Create User Notification

Subject:

Request {{RequestID}} Requires Attention

Message:

Customer: {{CustomerName}}

Request: {{RequestID}}

Priority: {{Priority}}

Status: {{Status}}

This lets you reuse the same workflow notification configuration across multiple process instances.

 

Notify a Role When a Task Requires Attention

Use the role recipient configuration when responsibility is associated with a role.

Example:

Task Becomes Due → Create User Notification → Continue Process

Role:
Approvers

Subject:
Task Requires Attention

Message:
The approval task for {{RequestID}} requires attention.

 

Create Notifications for Exceptions or Business Events

Use the step when a workflow identifies an event that requires user awareness.

Example:

Validate Data → Business Exception Detected → Create User Notification

Subject:

Data Validation Requires Attention

Message:

Validation failed for {{RecordID}}. Please review the submitted information.

The notification should provide enough workflow context for users to determine the appropriate next action.

 

Notify Multiple Recipients Using a Common Message

Use the user and role selection properties when the same notification should reach multiple recipients.

Example:

Business Event → Create User Notification

Users:

• Process Owner
• Requester

Role:

• Support Team

Subject:

Workflow Event Notification

Message:

The workflow instance {{InstanceID}} has reached the {{Status}} status.

 

Example:

Let’s build and execute the “createUserNotificationDef” example.             

• Create a new process definition named “createUserNotificationDef” and open it in the designer.
• Drag the "createUserNotification" step to the canvas.
• Connect the dots between the “Start” and "createUserNotification" steps as shown above.
• Select the line between the steps to configure the “Connection Properties”. The default property values are “None, Error, and Evaluate”. Depending on the step’s purpose, you can configure additional values.
• Click the "createUserNotification" step to configure its "Required" properties. Enter a name for the step and the subject text. Then click the Save button. Note: Click the "AI Predict" button to have the Copilot add new process steps that match your process description. 

 

• Click the "createUserNotification" step to configure its "Optional" properties. Click the button to select the users to assign. Click the button to select the application roles to assign. Click the button to configure the notification message. Select whether to send an email to the user with the notification. Click the Save button. 

 

• Click the button to select the users to assign. Search for and select the users, or enter a variable reference that contains User IDs (GUIDs). Click the Save button. 

 

• Click the button to select application roles. Use the navigation buttons to move roles to the list on the right for selection. Then click the Save button. 

 

• Click the button to configure the notification message. Click Message, then use the existing template (you can also edit it) as the email body, or create a custom template as the message. Configure the message text. Click Save. 

 

• The “Logging” configuration is necessary for documentation and to measure workflow progress and percent complete. This is done by configuring the step state and percent fields individually, as shown below. Configure the “Logging” using the following properties.

 

• Save the process definition. Create a new process instance and execute it. Render the process instance and select the Create User Notification step to view its properties and execution information. When the workflow reaches the step, FlowWright uses the configured recipients, subject, message, and email settings to create the notification.

 

• Navigate to Status—Email Queue to view user notification emails. 

 

• The target user can see the notifications, as shown below. 

 

Tips:

• Always provide a meaningful Subject because it identifies the purpose of the notification.
• Select the appropriate users or roles for the notification.
• Use roles when responsibility belongs to a functional group rather than a specific individual.
• Use specific users when the notification is intended for known recipients.
• Use both users and roles when both recipient types need to receive the notification.
• Keep notification messages concise and focused on the action or information required.
• Include relevant workflow information such as request ID, instance ID, customer, status, or priority when appropriate.
• Use workflow Variables to create dynamic notification content.
• Use the rich-text Message property when notification content benefits from formatting.
• Enable Send email when recipients should also receive an email notification.
• Verify the intended recipients before deploying the workflow.
• Test the notification with representative users and roles.
• Verify the email behavior separately when Send email is enabled.
• Avoid placing sensitive information in notifications that may also be delivered through email.
• Avoid exposing passwords, authentication information, tokens, or other confidential values in notification messages.
• Use meaningful notification subjects that help users quickly understand why they were notified.
• Consider standardizing notification subjects across related workflows.
• Verify that Variables referenced in the notification contain the expected values before the step executes.
• Test notifications for different users and roles when recipient selection is dynamic.
• Review the notification after changing the workflow's recipient or message configuration.
• If a notification is intended to trigger a user action, clearly state what action is required.
• Do not assume that enabling Send email changes the underlying notification recipient configuration; configure the intended users and/or roles explicitly.
• Do not document True/False success behavior for this step unless it is confirmed by the FlowWright implementation, because the supplied XML does not define return values.

 

Definition Sample:

You may provide a sample CreateUserNotificationDef process definition for users to download and later import into their FlowWright Process Definition.

After importing the sample, verify and complete any missing configuration, including:

• Users selected as notification recipients.
• Roles selected as notification recipients.
• Notification subject.
• Notification message.
• Workflow Variable references used in the subject or message.
• Send email configuration.
• Environment-specific notification/email settings.
• Downstream workflow connections.

After verifying the configuration, save the Process Definition before execution.

Click here to download the sample file.