Sending an email To Task Assignees

Article:HOWTO84714  |  Created: 2013-05-23  |  Updated: 2013-07-30  |  Article URL http://www.symantec.com/docs/HOWTO84714
Article Type
How To


Subject


Sending an email To Task Assignees

When you create a task and assign it, you may want to notify the task assignees of their new assignment. You can configure an automation rule that sends an email to the task assignees immediately after the task is created.

You use the TaskAssignmentChanged ruleset to send an email To Task Assignees. You do not use the TaskCreated ruleset; task assignees do not exist when the TaskCreated ruleset runs. The TaskCreated and the TaskAssignmentChanged rulesets run back to back.

To send an email to task assignees you must do the following:

Step 1

Create an email template for the TaskAssignmentChanged data event.

To create an email template for the TaskAssignmentChanged data event

Step 2

Add a ruleset for the TaskAssignmentChanged data event.

To add a ruleset for the TaskAssignmentChanged data event

Step 3

Configure an automation rule to send an email to task assignees.

To configure a rule to automatically send an email to task assignees

To create an email template for the TaskAssignmentChanged data event

  1. In the Process Manager portal, click Admin > Process Automation.

  2. On the Available Services page, expand Incident Management and then click Service Dashboard.

  3. On the Automation Rules page, in the Actions: INCIDENT-MGMT section, click Manage Email Templates.

  4. On the Notification Templates page, in the Email Templates section, click Add Email Template.

  5. In the Add Email Template dialog box, in the Template Type area, click Data Event.

  6. In the Event drop-down list, select TaskAssignmentChanged.

  7. In the Name field, type the name for the email template.

    This name is displayed on the Notification Templates page, in the Email Templates section.

  8. (Optional) In the Description field, type the description of the email template.

    This description is displayed on the Notification Templates page in the Email Templates section.

  9. In the From field, type the email address of the user or group sending the message.

  10. (Optional) In the Subject field, type the subject of the email..

  11. (Optional) In the Body field, type the message.

  12. (Optional) Add additional information to a specific area of the email.

    • In the Add To area, select the field (From, Subject, or Body) to which you want to add the additional information.

    • Then, in the Available Fields section, select the fields that you want to add.

    • Repeat this step until you are finished adding additional information.

  13. When you are finished, click Save.

To add a ruleset for the TaskAssignmentChanged data event

  1. In the Process Manager portal, click Admin > Process Automation.

  2. On the Available Services page, expand Incident Management and then click Service Dashboard.

  3. On the Automation Rules page, in the Service Dashboard: INCIDENT-MGMT section, click Add Ruleset.

  4. In the Ruleset Name field, type the name of your ruleset.

    This name is displayed in the list of rulesets on the Automation Rules page in the Service Dashboard: INCIDENT-MGMT section.

  5. (Optional) In the Description field, type a description.

    This description is displayed when you expand this ruleset on the Automation Rules page in the Service Dashboard: INCIDENT-MGMT section.

  6. In the Ruleset Type area, click Data Event.

  7. In the Event drop-down list, select TaskAssignmentChanged.

  8. When you are finished, click Save.

To configure a rule to automatically send an email to task assignees

  1. In the Process Manager portal, click Admin > Process Automation.

  2. On the Available Services page, expand Incident Management and then click Service Dashboard

  3. On the Automation Rules page, in the Service Dashboard: INCIDENT-MGMT section, locate your newly create Data Event (TaskAssignmentChanged) ruleset.

  4. To the right of your newly create Data Event (TaskAssignmentChanged) ruleset, click the Actions symbol (orange lightning) and then click Add Rule.

  5. In the Add Rule dialog box, in the How groups are evaluated area, select one of the following options:

    • All groups must be met to satisfy

      All created groups must have their conditions satisfied for actions to execute.

    • Any group satisfies

      Only one created group must have its conditions satisfied for actions to execute.

  6. Click Add Group.

  7. In the How conditions in this group are evaluated area, select one of the following options:

    • All conditions must be met to satisfy

      All conditions in the group must be satisfied for the group to be satisfied.

    • Any condition satisfies

      Only one condition in the group must be satisfied for the group to be satisfied.

  8. Click Add Condition.

  9. In the Add Condition drop-down list, select a condition for the rule.

    See Incident Management automation rules conditions.

  10. To narrow the parameters of the condition, select an option from each drop-down list that appears or type the information in the specified field.

  11. (Optional) Check Not to set a condition that inverts the selected condition so that the rule only executes if the condition is false.

    The Not operator applies only to the condition, not to the entire rule.

  12. Click the Plus symbol (blue plus sign) to add the condition.

  13. Click Add Action.

  14. In the Actions drop-down list, select Send Email.

  15. In the next drop-down list, select To Task Assignees.

  16. In the Templates drop-down list, select the email template that you created for your TaskAssignmentChanged ruleset.

  17. Click the Plus symbol (blue plus sign) to add the action.

  18. In the Disposition (on successful actions) area, select one of the following options:

    • Continue

      The containing ruleset should Continue and should run the next rule in the ruleset if a rule is satisfied and its actions run successfully.

    • Stop

      The containing ruleset should Stop and should not run the next rule in the ruleset if a rule is satisfied and its actions run successfully.

    The Disposition selection is only applicable to a rule if all conditions are met and all actions run successfully. If an error is generated during condition evaluation or action execution, the Disposition is ignored. In this situation, your selections in the Advanced section determine if the next rule should run.

    If the conditions in the rule are not met, the next rule always runs, regardless of your Disposition selections.

  19. (Optional) Click Advanced and select any of the following actions that you want to include in the ruleset:

    • Run next rule if condition fails to evaluate

      Lets you run the next rule if an error is generated during the evaluation of any condition.

      If this option is unchecked, the next rule does not run if an error is generated.

    • Run next rule if action fails to execute

      Lets you run the next rule if an error is generated during the execution of any action.

      If this option is unchecked, the next rule does run not if an error is generated.

  20. Click Save.

See Creating email templates for Incident Management

See Configuring new automation rules for Incident Management


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