Using replace links in Task workflow step email body

Last published at: October 4th, 2023

The replace links available in Task workflow step email body gives an edge to the email content by allowing cross workflow communication with Task-IDs, Choice Lists and Application URLs and also, provides an ability to approve or reject tasks through email.

Select Email body option while configuring the task step properties.

The 'Replace Link(s)' available are illustrated here. Navigate and select the link to add. These links are not case sensitive and typing them out is another option to include in email body text.

A sample email body with all replace links used here.

$TASKID

The $TASKID replace link provides the Task GUID when task is rendered.

$FORMINSTID

The $FORMINSTID replace link provides the Form Instance GUID when used with form workflow step.

$LINK

The $LINK provides the task URL. Copy-paste the URL on the web browser to render the task by its Task-ID. Using this in private / incognito mode requires user authentication to FlowWright.

$APPROVELINK

The $APPROVELINK provides the URL to approve the task. Copy-paste the URL on the web browser. The task is marked "approved" and acknowledged with the message "Task has been completed..." Using this in private / incognito mode requires user authentication to FlowWright.

This acknowledgement message from the FlowWright system can be globalized in the newer application verison.

$REJECTLINK

The $REJECTLINK provides the URL to reject the task. Copy-paste the URL on the web browser. The task is marked "rejected" and acknowledged with the message "Task has been completed..." Using this in private / incognito mode requires user authentication to FlowWright. This acknowledgement message from the FlowWright system has no provisions to customize and globalize for now.

$APPROVEREJECTUILINK

The $APPROVEREJECTUILINK provides a comments text box with approve and reject buttons. The task is rendered by TaskApproveOrReject.aspx page. The task description and detail description (when configure) is also rendered by the page. This replace link can also be used with task or form workflow step to collect anonymous feedback from external folks who are not part of FlowWright user managment. This page can be configured with the application logo from the UI theme. The success notification message is now part of globalization feature through the menu. The language selection feature is available on the top right corner of the screen. The provision to attach files is available as default.

Previewing the email here.

Copy-paste the URL to open the web browser in private / incognito mode also.

Submitting the response here.

Verifying the user response from the workflow instance here.

$TASKLIST

The $TASKLIST replace link provides a list of uncomplete tasks for the sign-in FlowWright user.

Copy-paste the URL on the web browser to view the task list.

$APPURI

The $APPURI replace link provides the FlowWright application URL from the server.

$APPROVEBUTTON / $REJECTBUTTON

The $APPROVEBUTTON replace link provides an approve button with the task or form workflow step. Clicking the button shall approve the associated task or form.

The $REJECTBUTTON replace link provides an approve button with the task or form workflow step. Clicking the button shall reject the associated task or form.

The approve and reject button labels (seen above) can be changed to read different while configuring the task workflow step.

The approve and reject button labels are now rendered as here.

The button colors are defined in the FlowWright UI Display Area. Navigate on left menu Status - UI Theme - Actions - Color option (or Administration - UI Theme in the later version) The FlowWright UI Display Area color theme for approve / reject buttons in email with standard font size 14px is illustrated here. Confirm the changes to apply the color themes for next workflow instances.

$CHOICETASKLINK

The $CHOICETASKLINK link provides the choice options when used with the choice task workflow step. Define the choice task options during the task step properties configuration.