Importance of subject in workflow email notification

Importance of subject in workflow email notification


March 11th, 2013 Features  

KiSSFLOW automatically sends notification emails to the users whenever a workflow task is assigned to them and whenever a request submitted by them is completed, rejected or queried. The subject line and the content in the notification email is auto-generated by KiSSFLOW based on the process step, action taken by the user and the data in the form. The current limitation with the auto-generated subject line and content is that it doesn’t always provide sufficient information about the request. The subject in the notification emails is also used in the list view for tasks and requests.

KiSSFLOW provides a familiar user interface consistent with that of Gmail, making it easier for the users to use KiSSFLOW. The list view in KiSSFLOW for tasks and requests includes the details such as From, Subject, Process Step and Date.

KiSSFLOW’s user interface is very similar to that of Gmail’s

  • Clicking on INITIATE REQUEST button allows the user to select the required workflow request and submit it for approval after filling in the form. This is similar to how you would compose an email.
  • The tasks and requests in KiSSFLOW are listed similar to how emails are listed, and contains information required to identify the task/request. In emails, the subject helps you identify the mail content and its importance. In KiSSFLOW, Subject along with Process Step is used for this purpose.

Subject provides the details about the workflow request while the process step helps the user identify the workflow step the request is currently pending in. Currently, KiSSFLOW automatically sets the subject — the process name is displayed similar to how labels are displayed in Gmail and the first mandatory field in the form is displayed alongside the process name.

Some of our users had requested the ability to customize the subject because the default subject with the first mandatory field in the form does not always provide sufficient information about the request. One of the workarounds we had recommended the users for this problem was to create a placeholder field as the first mandatory field in the form and use the concatenate function to get the required information. This placeholder field could be hidden by configuring permissions for this field in STEP 4 Configure Permissions.

In our continuous effort to improve KiSSFLOW and make the whole experience better, we have implemented a new feature that will allow the users to easily customize the subject. Users can update the subject before publishing the process in Step 5 Publish.

Notification Emails

The notification emails are sent to the workflow participants whenever a [approve request or provide input] task is assigned to them and to the initiators whenever their request is completed, rejected or queried. The email subject automatically set by KiSSFLOW included the process name, subject and process step type (Approve Request or Provide Input). The problem with this subject was that the participants were not able to differentiate between the notification emails using the subject line, especially when they performed two or more [approve request or provide input] tasks in the workflow. From Mar 2nd, the email subject line would include process name, subject and the current process step name. Additionally, users will also be able to add custom content to the auto-generated email notification content.