Using Notification tasks

When creating apps for different processes like Customer Management, Leave Management, Payroll management, and so on, you would need to have some notifications sent to the related parties. These notifications would be sent to the app on the mobile apps as and when they are triggered.

Let us first have a look at this video to understand the way notifications are assigned and triggered.

Consider a scenario of a Leave management application, when an employee submits a leave application, the workflow triggers the approval task which then sends a notification to the employee’s manager for approval who in turn accepts or rejects it after which the next steps are triggered. In this case, the manager receives notifications to the mobile app. The input is required from the manager for the next actions.

This can be one scenario where a notification is sent from the Approval task, however, you can also trigger a notification using the Notification task after some other action or task is completed. For example, a product is added to the store list. In this case, the initiator who adds the record would get an update when the record is inserted. Similarly, if you want to ensure that the notification goes to the initiator’s manager or to the Purchase manager, you can add a Notification task for the purpose. Now let us see how we can do it. Add an Update Sheet task first to insert the record. After the record is added a notification should be sent to the initiator.

So we need to add the Notification task now. Under Tasks select the Notification task. The two important parts of the Notification task are to specify the assignee of the notification and configure the notification details like title and description.

Select Notification task and click Continue, enter the Task name as Insert_notification and Description (optional). Click Next to now configure the notification settings.

First, we would select the user to whom the task is to be assigned. You have several options to select the user like directly to the initiator of the action, directly to a user related to the initiator, or even a group of users.

Now in this example, we want to send the notification to the manager of the initiator. Thus, you can select “To a user related to the initiator or the one who finished the previous input task” as shown below.

Select Who as Initiator and Relation as Manager from the dropdown list.

After you set the assignee details, you need to move to Notification Configuration where you can now set the Description of the notification. You also have the option to mark an email to the assignee of the notification.

Now add a Title and Description. You can customize the message by adding the variables which can be derived using values from Formulas and Keywords. In the above example note that we have added the {{users}} variable in the description. This would be used to display the name of the initiator as defined using INPUTBYNAME. Set the notification and variable details and click Done. Your Notification task is now created. This will be triggered after the Insert task is completed in this example.

Make sure that the Workflow is linked to the Submit button.

Now whenever you run this form to insert details, the Submit action will trigger the Update sheet task and the Notification task. In this example, the Manager of the initiator receives a notification that the product has been added to the store when the record is added to the sheet.

It is important to remember that you need to publish your app first before your notifications can be received by the respective users or group of users.

You can add Notification tasks also as part of the workflow and as a notification after some set of actions or action is done, which would make your app interactive and enable customizations to give the users a personalized experience.