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Notification Groups

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Workflow enables you to configure notification groups that you can send email notifications to when a user performs an action. After you create a new notification group, you can add it one or more desired workflow actions and you can use it as a global action setting. 

Workflow provides these tabs when you add or edit a notification group in the Notification Groups workspace:

  • Basic: Enables you to configure the basic settings such as users, departments, and roles to include in the group.
  • Advanced: Enables you to add email addresses and user names that will receive the notifications. 

To access the Notifications workspace, go to Setup > Users > Notification Groups.

Manage Notification Groups

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You can sort the list of existing notification groups by name, in ascending or descending order by clicking the Name label or Sort icon above the list. You can also filter the list of notification groups using the Filter feature. See Filter Notification Groups for more information.

Workflow enables you to perform these actions on existing notification groups in the Notifications workspace:

  • Edit: Edit the object properties.

  • Details: See the record creation and update details.
  • Show Where Used: Opens a popup window that displays in which workflow actions and global notifications the notification group is used. Click the Remove link on the Workflow Actions tab to immediately remove the notification group from the action. 
  • Download Data: Export data for backup or to import into another tenant. A Workflow Backup file (WFB) downloads with your project. You can then import the file into another tenant using the Migration Manager
  • Delete: Delete the object. You cannot delete objects that are used in default settings, or objects that are in use.  

Add New Notification Group

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To add a new notification group: 

  1. Go to Setup > Users > Notification Groups and click Add New. Workflow displays two tabs: Basic and Advanced.
  2. Complete the form fields on the Basic tab. 
    • Name: Enter a name.

    • System ID: A unique identifier, automatically generated when you name an object. You can use this identifier to reference an object in scripts, templates, tags, and through the API. You can change the System ID by selecting the pencil icon. Use caution when changing the ID as it can affect existing scripts associated with the object. For more information, see System ID.

    • Description: Add a brief description. This is used as an internal note for administrators.
    • For the following fields, start typing a name, or place your cursor in the field to display a list of available values. You can select multiple values that will display below the field, and you can remove a value by clicking the blue delete icon on the value you wish to remove from the list.
      • Users 
      • System Users
      • Case Team Roles
      • Project Roles
      • Departments
  3. Configure the fields on the Advanced tab:
    • Name: Enter the name that will appear in place of the email address you add.
    • Email: Enter the email address for the above user. Click Add Emails to include the name and address combination to the list who will receive the notification, or click Add Excluded Emails to add the combination to the list of excluded emails.
  4. To remove an email address from either the Emails field list or the Excluded Emails field list, click the blue delete icon.

  5. Click Save to add the new notification group. 

You can now add your new notification group to workflow actions. See Action Notification Settings for more information.

Filter Notification Groups

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Workflow provides a Filter feature that enables you to find specific data using queries. The available filter parameters depend on the workspace you are searching from. The 

Notifications Group  feature enables you to filter by these parameters:
  • Name
  • Users
  • System Users
  • Case Team Roles
  • Project Roles
  • Departments
  • Email

For detailed information and examples for creating simple and complex queries, see: Search & Filter Data

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