WSD allows you to send and receive e-mail notification messages about requests that have been submitted, requests that are awaiting processing, and/or when requests are published.

Stage-based Notifications

WSD allows User Administrators and individual users to select the notifications to be sent when requests are submitted into a Workflow Stage. A selection list on the Edit User Info screen contains all existing Workflow Stages for which the user has Access, Edit, or Approve permission.

To be notified when requests are approved/disapproved into one of these workflow stages, the notification checkbox on the Edit User Info screen should be checked for the stage, as follows:

• Immediate - An immediate e-mail message will be sent to the user when a request is placed (Submitted, Approved, or Disapproved) into the selected workflow stage.
• Overnight - An overnight e-mail message will be sent to the user, listing all requests requiring processing in the selected workflow stage(s).
• Reminder - A reminder e-mail message will be sent to the user, listing all requests that have been waiting in any of the selected stages longer than the time period set on the System Configuration screen (Reminder Age (in days)). This option can only be set by users with User Administration permission.

Directory-based Notifications

System Administrators can also designate individuals to receive notification messages when a request is submitted for content that resides in, or is being added to, a specific directory, and/or when the request is published to the web site. These screens are accessed from the directory's Properties screen.

• Publish Notifications - This screen allows you to select or de-select users that should receive a notification e-mail message each time content assigned to the directory is published.
• Submit Notifications - This screen allows you to select users that should receive notification e-mail messages whenever a new request is submitted for content located within the directory.

Override Scheduled Notifications

System Administrators can override scheduled Overnight and Reminder messages, and send them immediately from the System Administration screen as follows:

1. Select the System Administration button/icon from the Application Desktop.
2. On the System Administration screen, locate Overnight Processes and click Send Notices. WSD will immediately execute the wsdnotify module and send Overnight and Reminder e-mail notification messages. See the Overnight Processes tutorial.

Formats for E-mail Notification Messages

WSD uses e-mail templates to format all notification messages it sends. E-mail message formats can contain template variables in addition to standard text. Any text that is allowable in an e-mail may be included in an e-mail template. A complete set of "sample templates" is installed with WebSite Director, and "default selections" are configured for your use.

Note: Because the sample templates contain generic references regarding your organization, site URLs, and e-mail addresses, you MUST either modify the default templates or create new templates that properly reflect your own installation.

E-mail templates may be created and/or maintained via the Submit New Request approval process, or (for Template Administrators) via the Maintain Templates screen. The method that your site uses - Template Admin, Submit Request or Both - may be selected on the System Policy screen. Also see Maintain E-mail Templates for more information.

To select an e-mail template for each type of e-mail notification message that is provided by WSD, go to the System Administration screen and select System Configuration. The following options are available:

• Immediate Notification E-mail Template - Use this drop-down list to select the template that will be used to format Immediate E-mail Notification Messages sent by the WSD Notification Module. Immediate Notifications are sent to users when requests enter a stage they have selected for "Immediate" notification on their Edit User Info screen. A "sample.immediate" email template is provided with the WSD system.
• Overnight Notification E-mail Template - Use this drop-down list to select the template that will be used to format Overnight E-mail Notification Messages sent by the WSD Notification Module. Overnight Notifications are sent to users on a scheduled basis set by your system administrator. Each e-mail will list the requests in all workflow stages the user has selected for "Overnight" notification on their Edit User Info screen. A "sample.notify" email template is provided with the WSD system.
• Overnight Reminder E-mail Template - Use this drop-down list to select the template that will be used to format e-mail Reminder messages sent by the WSD E-mail Notification Module. Reminders are sent when users have requests waiting for their review/approval longer than the time limit entered in Reminder Age (in days), also set on this screen. This number reflects the number of days that a request can remain in the same workflow stage before a Reminder e-mail message is sent to users responsible for requests in that stage. User Administrators determine which users will receive reminders and for which workflow stage they will receive them. Users with User Administration permissions can 'turn off' their own or another user's Reminder messages for specific stages using the Edit User Info screen. A "sample.remind" e-mail template is provided with the WSD system. 
• Document Submission Notice E-mail Template - Use this drop-down list to select the template that will be used to format e-mail messages sent by the WSD Immediate Notification Module when a request is submitted for content that resides in or is being added to a specific directory. Users who are to receive Submission notices are assigned for specific directories by a System Administrator on that directory's Submit Notifications screen. When a new request is submitted for a document that is either being added to or currently exists in the directory, the assigned users will be notified of the submission. A "sample.submit" e-mail template is provided with the WSD system. 
• Document Publication Notice E-mail Template - Use this drop-down list to select the template that will be used to format e-mail messages sent by the WSD Immediate Notification Module to users whenever WSD publishes content. The designated Author will always receive immediate notifications. Other publication notices are set for individual directories by a System Administrator on that directory's Publish Notifications screen. When a request is published for a document that is either being added to or currently exists in the directory, the assigned users will be notified of the publication. A "sample.doc-publish" e-mail template is provided with the WSD system. 
• Template Publication Notice E-mail Template - Use this drop-down list to select the template that will be used to format e-mail messages sent by the WSD Immediate Notification Module to the Author of a template when it is published to the web site. This message will not be sent for templates added or changed via the Maintain Templates functions. A "sample.template-publish" e-mail template is provided with the WSD system.