Notifications

General notification information

FormFlow can send its users notifications on changes in its processes, typically when a new form is ready for signing or there are forms for a censor to process, or when a deadline for processing a form is nearing. Apart from that, the flow initiator (user who started the flow of a form by forwarding it to the next step) can request to be notified on each next step of the form. You can configure who and when will receive a notification and adjust the notification contents.

In principle, notifications are e-mail messages sent automatically on specific events to interested users. There are twenty-five such events overall (for example a form to be finished, a form approved, a form forwarded, etc.). You can set the message subject and contents separately for each of these events and each of the preset languages.

The notification e-mail text can include macros (variables) that will be replaced in the sent message by the corresponding value. Each notification offers a list of available macros – they can be e.g.:

  • $XMLGW_DATE$ – date and time of the event

  • $XMLGW_FORM$ – form name

  • $XMLGW_FOLDER$ – name of the folder where the form is placed

  • $XMLGW_SENDER$ – form sender name

  • $XMLGW_RECIPIENT$ – form recipient name

  • $XMLGW_SN$ – form serial number

  • $XMLGW_ORIGINAL_RECIPIENT$ – name of the original form recipient if there is a substitute. This macro is only available for the events of form to be signed (substitute) and form to be signed (removed from a substitute).

Open the Notifications screen by going to ADMINISTRATION  System parameters  Notifications.

notifikace prehled

Notification e-mail contents and editing

The Notifications screen contains a list of notification e-mail templates. To check or edit the contents of a notification e-mail, click edit Edit notification in the Actions column.

notifikace detail

The notification will only be sent if the field "enabled" in the upper part of the dialog is checked.

You can use macros to prepare the contents of a message that will be sent to the user. The list of macros and their description is available directly on the page and also in the notification list below in chapter List of email notification types.

  • If the given step includes more than one recipient (or censor), the notification is only sent to the default one.

  • If the recipient or censor is a group, the notification is sent to the first one in alphabetical order.

If the flow initiator (first user to fill out) wants to receive notifications, the gw_notify element must be set to 1.

This can only be set for a form that has not been released to use yet.

Notification restrictions

If FormFlow operation produces more notifications than is needed, the administrators can set up conditions when to send or not to send them.

Based on notification type

The simplest setting is based on event type – in the Notification settings dialog you can check or uncheck the "enabled" option individually for each type. If a notification is not enabled, no e-mail of that type is sent.

You do not need to edit this option one by one: select the Disable notifications or Enable notifications button placed above the list of notifications to change this setting for all notification types at once.

Detailed restriction setting

Notification restrictions can be set up in more detail within a single notification type, based on the notification recipient or the folder where the subject of notification is located.

Select prava Set restriction. In the dialog Restrictions for notification, you can set up as many conditions as you need. Notifications matching one or more of the conditions will not be sent.

To add a restriction, select Add restriction. Enter at least one of the conditions:

  • Subject – notification recipient. Notifications addressed to the user, group or role will not be sent.

  • Document folder – notifications for documents placed in the selected folder will not be sent.

  • Process folder – notifications for processes placed in the selected folder will not be sent.

notifikace omezeni

A restriction can only contain one of the above conditions, or the combination of subject and one folder. When combining two conditions, the notification is not set if both are met. A combination of both document and process folder is not allowed.

Select Add to confirm the new restriction. You can continue adding more restrictions if needed.

Based on form template

One of the options of restricting notifications is setting which form templates will send given notifications and which will not.

In the Notifications window, click Disabled notifications for the form. A window displays where you can view or set up combinations of form templates and notification types that are not to be sent.

Disabling a notification

In the default setting, each enabled notification is sent for all forms where it exists. Use this dialog to set up that it will not be sent for some form templates:

  1. Click Add notification to disable.

  2. In the following dialog, in the Form field, select the form template where you want to disable some notifications.

  3. In the Notifications to disable field, select one of more events for which notifications will not be sent.

  4. Click Edit to save the dialog.

notifikace zneaktivneni

List of disabled notifications

The list of disabled notifications displays each combination of template and notification on a separate row. You can also filter the table based on the templates and notifications.

Clicking dve sipky Enable in the Actions column removes the entry from the table, which enables the selected notification for the selected template again.

notifikace zneaktivnene

List of email notification types

This chapter provides the list of all types of email notifications sent by FormFlow, their text and the description of event that triggers the notification.

REVIEW

Event:

New form from anonymous user.

E-mail subject:

New form from anonymous

E-mail body:

On $XMLGW_DATE$, anonymous user sent form
$XMLGW_FORM$
to folder $XMLGW_FOLDER$.

The form can be downloaded here: $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

SIGN_FROM_USER

Event:

Form to sign.

E-mail subject:

Form for signing

E-mail body:

On $XMLGW_DATE$, user $XMLGW_SENDER$ moved forward form
$XMLGW_FORM$
for you to sign.

The form can be downloaded here: $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

$XMLGW_MESSAGE$

the message that is being sent from the previous recipient of the form to the new one

SIGN_FROM_ANONYMOUS

Event:

Form from anonymous user to sign.

E-mail subject:

Form for signing from anonymous

E-mail body:

On $XMLGW_DATE$, anonymous user moved forward form
$XMLGW_FORM$
for you to sign.

The form can be downloaded here: $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

$XMLGW_MESSAGE$

the message that is being sent from the previous recipient of the form to the new one

SIGN_RETURNED_BACK

Event:

Form returned back to sign.

E-mail subject:

Form for signing returned

E-mail body:

On $XMLGW_DATE$, user $XMLGW_SENDER$ moved back form
$XMLGW_FORM$
for you to sign.

The form can be downloaded here: $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

$XMLGW_MESSAGE$

the message that is being sent from the previous recipient of the form to the new one

ARCHIVE

Event:

Form to finish.

E-mail subject:

Form to finish it

E-mail body:

On $XMLGW_DATE$, user $XMLGW_SENDER$ moved forward form
$XMLGW_FORM$
to finish it.

The form can be downloaded here: $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

NOTIFY_DOCFLOW_FORWARDED

Event:

Form forwarded.

E-mail subject:

Form moved forward

E-mail body:

On $XMLGW_DATE$, user $XMLGW_SENDER$ moved forward form
$XMLGW_FORM$
to user $XMLGW_RECEIVER$.

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

$XMLGW_MESSAGE$

the message that is being sent from the previous recipient of the form to the new one

NOTIFY_DOCFLOW_RETURNED_BACK

Event:

Form returned back.

E-mail subject:

Form returned

E-mail body:

On $XMLGW_DATE$, user $XMLGW_SENDER$ moved forward form
$XMLGW_FORM$
to user $XMLGW_RECEIVER$.

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

$XMLGW_MESSAGE$

the message that is being sent from the previous recipient of the form to the new one

NOTIFY_DOCFLOW_REFUSED

Event:

Form refused.

E-mail subject:

Form refused

E-mail body:

On $XMLGW_DATE$, user $XMLGW_SENDER$ refused form
$XMLGW_FORM$.

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

$XMLGW_MESSAGE$

the message that is being sent from the previous recipient of the form to the new one

NOTIFY_DOCFLOW_APPROVED

Event:

Form approved.

E-mail subject:

Form approved

E-mail body:

On $XMLGW_DATE$, user $XMLGW_SENDER$ approved form
$XMLGW_FORM$.

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

$XMLGW_MESSAGE$

the message that is being sent from the previous recipient of the form to the new one

SIGN_AS_SUBSTITUTE

Event:

Form to sign (substitute).

E-mail subject:

Form for signing - substitute

E-mail body:

On $XMLGW_DATE$, user $XMLGW_SENDER$ moved forward form
$XMLGW_FORM$
for user $XMLGW_ORIGINAL_RECIPIENT$ to sign.
The original recipient is absent. The form has been moved forward to you as their substitute.

The form can be downloaded here: $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

$XMLGW_ORIGINAL_RECIPIENT$

the original recipient of the form

$XMLGW_ORIGINAL_RECIPIENT_NAME$

the name of the original recipient of the form (first name, middle name, surname, pre-title and post-title)

$XMLGW_ORIGINAL_RECIPIENT_LOGIN

username of the original recipient of the form

$XMLGW_MESSAGE$

the message that is being sent from the previous recipient of the form to the new one

SIGN_RETURNED_FROM_SUBSTITUTE

Event:

Form to sign (returned from substitute).

E-mail subject:

Remove form from substitute

E-mail body:

On $XMLGW_DATE$, form
$XMLGW_FORM$,
which has been sent from user $XMLGW_SENDER$ for signing, was returned from your
substitute $XMLGW_RECIPIENT$ who did not sign the form.

The form can be downloaded here: $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

$XMLGW_ORIGINAL_RECIPIENT$

the original recipient of the form

$XMLGW_ORIGINAL_RECIPIENT_NAME$

the name of the original recipient of the form (first name, middle name, surname, pre-title and post-title)

$XMLGW_ORIGINAL_RECIPIENT_LOGIN

username of the original recipient of the form

$XMLGW_MESSAGE$

the message that is being sent from the previous recipient of the form to the new one

NOTIFY_FORM_HAVE_TO_BE_PROCESSED

Event:

Form processing deadline is about to expire.

E-mail subject:

Processing time for the form will expire soon

E-mail body:

User $XMLGW_RECIPIENT$ is supposed to prcess form $XMLGW_FORM$. As of $XMLGW_DATE$, there are $XMLGW_DAYS_TO_EXPIRE$ $XMLGW_TIME_UNITS$ left for processing.

The form can be downloaded here: $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

$XMLGW_DAYS_TO_EXPIRE$

number of time units until this form processing time expires

$XMLGW_TIME_UNITS$

name of the time units used by this form

NOTIFY_DOCFLOW_ARCHIVED

Event:

Form has been finished.

E-mail subject:

Form has been finished

E-mail body:

On $XMLGW_DATE$, form $XMLGW_FORM$ has been finished by user $XMLGW_SENDER$.

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

PASSWORD_RECOVERY

Event:

Password recovery.

E-mail subject:

Password recovery

E-mail body:

FormFlow Server was asked to recover/reset password of the user $XMLGW_SENDER$
You can reset the password here: $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the request to recover the password

$XMLGW_URL$

URL where the e-mail recipient can recover the password

$XMLGW_SENDER$

username of the user whose password will be recovered/reset

REMIND_PROCESS_FORM

Event:

Form processing deadline is about to expire.

E-mail subject:

Processing time for the form will expire soon

E-mail body:

You are supposed to process form $XMLGW_FORM$. As of $XMLGW_DATE$, there are $XMLGW_DAYS_TO_EXPIRE$ $XMLGW_TIME_UNITS$ left for processing.

The form can be downloaded here: $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

SIGNEXP_REMINDER

Event:

The document signature is about to expire in the form (reminder).

E-mail subject:

Signature validity expiration reminder

E-mail body:

The signature in the document $XMLGW_DOCUMENT$ in the form $XMLGW_FORM$ (serial number $XMLGW_SN$) in folder $XMLGW_FOLDER$ is expiring on $XMLGW_DATE$.

The form can be downloaded here: $XMLGW_URL$

FormFlow Long-Term Docs Module

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time when the signature expires

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_DOCUMENT$

the name of the document that contains expired signature

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

SIGNEXP_NOTICE

Event:

The document signature is about to expire in the form (notice).

E-mail subject:

Signature validity expiration notice

E-mail body:

The signature in the document $XMLGW_DOCUMENT$ in the form $XMLGW_FORM$ (serial number $XMLGW_SN$) in folder $XMLGW_FOLDER$ is expiring on $XMLGW_DATE$.

Current recipient of the form is $XMLGW_SENDER$.

The form can be downloaded here: $XMLGW_URL$

FormFlow Long-Term Docs Module

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time when the signature expires

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_DOCUMENT$

the name of the document that contains expired signature

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_SENDER$

current recipient of the form

$XMLGW_SENDER_NAME$

name of the current recipient of the form (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the current recipient of the form

NOTIFY_INTERNAL_CERT_EXPIRATION

Event:

Certificate issued by internal CA is about to expire.

E-mail subject:

Certificate issued by internal CA is about to expire

E-mail body:

The certificate issued by internal certification authority is about to expire on $XMLGW_DATE$.
The common name of the subject of the certificate is $XMLGW_CERTIFICATE_SUBJECT_CN$ and the serial number is $XMLGW_CERTIFICATE_SN$.

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time when the certificate will expire

$XMLGW_CERTIFICATE_SUBJECT_CN$

common name of the certificate’s subject

$XMLGW_CERTIFICATE_SN$

serial number of the certificate

SEND_ERROR_MESSAGES

Event:

FormFlow Server error messages sending.

E-mail subject:

FormFlow Server Errors

E-mail body:

Total number of errors: $XMLGW_ERRORS_COUNT$.
Error messages:
$XMLGW_ERROR_MESSAGES$

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_ERRORS_COUNT$

total number of error messages

$XMLGW_ERROR_MESSAGES$

the error messages

DOCUMENT_OFFICER_CHANGED

Event:

The document officer has been changed.

E-mail subject:

Document officer has been changed

E-mail body:

On $XMLGW_DATE$ user $XMLGW_SENDER$ has set you as the officer of "$XMLGW_DOCN$" document.

The document with its metadata values can be opened here: $XMLGW_DOCV$.
The document can be downloaded here: $XMLGW_DOCD$.

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time when the officer was changed

$XMLGW_SENDER$

the user who changed the document officer

$XMLGW_SENDER_NAME$

the name of the user who changed the document officer (first name, middle name, surname, title before name and title after name)

$XMLGW_SENDER_LOGIN$

username of the user who changed the document officer

$XMLGW_DOCN$

the document name

$XMLGW_DOCV$

the URL to the document with its metadata values

$XMLGW_DOCD$

the URL to the document

$XMLGW_DOCE$

the URL to the document editing

$XMLGW_RECIPIENT$

the document’s new officer

$XMLGW_RECIPIENT_NAME$

the name of the document’s new officer (first name, middle name, surname, title before name and title after name)

$XMLGW_RECIPIENT_LOGIN$

username of the document’s new officer

DOCUMENT_SHARING_CREATED

Event:

The document sharing has been created.

E-mail subject:

$XMLGW_SENDER$ user has shared document with you

E-mail body:

$XMLGW_SENDER$ user has shared "$XMLGW_DOCN$" document with you.
The type of sharing: $XMLGW_SHARING$.
Sharing will expire on: $XMLGW_END_DATE$.

The link to the document: $XMLGW_DOCV$.

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time when the sharing has been created

$XMLGW_SENDER$

the user who created document sharing

$XMLGW_SENDER_NAME$

the name of the user who created the document sharing (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

the username of the user who created the document sharing

$XMLGW_DOCN$

the document name

$XMLGW_DOCV$

the URL to the document with its metadata values

$XMLGW_DOCD$

the URL to the document

$XMLGW_DOCE$

the URL to the document editing

$XMLGW_RECIPIENT$

the user with whom the document is shared

$XMLGW_RECIPIENT_NAME$

the name of the user with whom the document is shared (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN$

the username of the user with whom the document is shared

$XMLGW_END_DATE$

the last day when the sharing is valid, or the word "unlimited"

$XMLGW_SHARING$

the permissions to the document that the subject is gaining thanks to this sharing

NOTIFY_FORM_PROCESSING_EXPIRED

Event:

Form processing deadline has expired.

E-mail subject:

Processing time for the form has expired

E-mail body:

User $XMLGW_RECIPIENT$ is supposed to process form $XMLGW_FORM$. As of $XMLGW_DATE$, the processing should have been done $XMLGW_DAYS_EXPIRED$ $XMLGW_TIME_UNITS$ ago.

The form can be downloaded here: $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

$XMLGW_DAYS_EXPIRED$

number of time units until this form’s processing time expires

$XMLGW_TIME_UNITS$

name of the time units used by this form

REMIND_FORM_PROCESSING_EXPIRED

Event:

Form processing deadline has expired.

E-mail subject:

Processing time for the form has expired

E-mail body:

You are supposed to process form $XMLGW_FORM$. As of $XMLGW_DATE$, the processing should have been done $XMLGW_DAYS_EXPIRED$ $XMLGW_TIME_UNITS$ ago.

The form can be downloaded here: $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

$XMLGW_DAYS_EXPIRED$

number of time units until this form’s processing time expires

$XMLGW_TIME_UNITS$

name of the time units used by this form

NOTIFY_DOCFLOW_SUBSTEP_FWD

Event:

Form forwarded inside the step.

E-mail subject:

Form moved forward

E-mail body:

On $XMLGW_DATE$, user $XMLGW_SENDER$ moved forward form
$XMLGW_FORM$
to user $XMLGW_RECEIVER$.

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

NOTIFY_DOCFLOW_SUBSTEP_BACK

Event:

Form returned back inside the step.

E-mail subject:

Form returned

E-mail body:

On $XMLGW_DATE$, user $XMLGW_SENDER$ moved back form
$XMLGW_FORM$
to user $XMLGW_RECEIVER$.

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

NOTIFY_DOCFLOW_SUBSTEP_REMOVED

Event:

Substep removed while the form returned back.

E-mail subject:

Substep removed

E-mail body:

The data that you filled in in $XMLGW_FORM$ form were removed
because on $XMLGW_DATE$, user $XMLGW_SENDER$ moved back the form
to user $XMLGW_RECEIVER$.

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

URL where the e-mail recipient can open the form

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

REMSIGN_CERT_REQUEST_CREATED

Event:

Certificate request creation notification.

E-mail subject:

Remote Signing Qualified Certificate Creation Request

E-mail body:

Hello,
on $XMLGW_DATE$ $XMLGW_SENDER$ user has created remote signing service qualified certificate creation request.

You can process request here $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time when the request was created

$XMLGW_SENDER$

user who created the request

$XMLGW_SENDER_NAME$

name of the user who created the request (first name, middle name, surname, titles before and after name)

$XMLGW_SENDER_LOGIN$

username of the user who created the request

$XMLGW_URL$

link to the page where the request can be processed

REMSIGN_CERT_REQUEST_APPROVED

Event:

Certificate request approval by admin

E-mail subject:

Remote Signing Qualified Certificate Creation Request Approved

E-mail body:

Hello,
your remote signing qualified certificate creation request from $XMLGW_DATE$ has been approved by your company certificate administrator and was forwarded for processing to company Česká pošta.

1. Now visit in person the nearest Czech Post branch that offers Czech POINT services and give your request ID at the counter.

   Your request ID: $XMLGW_REQUEST_ID$

2. Prove your identity using a valid document (ID card, passport).

3. After proving your identity and processing of your request by Česká pošta company you will receive notification for your acceptance.

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time when the request was created

$XMLGW_REQUEST_ID$

Certificate request ID

REMSIGN_CERT_REQUEST_REFUSED

Event:

Certificate request refusal by admin

E-mail subject:

Remote Signing Qualified Certificate Creation Request Refused

E-mail body:

Hello,
your remote signing qualified certificate creation request from $XMLGW_DATE$ has been refused by your company certificate administrator.

The reason why the request has been refused: $XMLGW_MESSAGE$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time when the request was created

$XMLGW_MESSAGE$

reason for rejecting the request

REMSIGN_CERT_SIGNED_BY_CA

Event:

Certificate approval by certificate authority.

E-mail subject:

Remote Signing Qualified Certificate Created

E-mail body:

Hello,
your remote signing qualified certificate creation has been approved by certificate authority and waits for your acceptance.

Link to the confirmation of the acceptance: $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_URL$

link to the page where the certificate can be accepted

REMSIGN_CERT_EXPIRING

Event:

Certificate expiration notification.

E-mail subject:

Remote Signing Qualified Certificate To Expire

E-mail body:

Hello,
on $XMLGW_DATE$ your remote signing qualified certificate will expire. Its serial number is $XMLGW_CERTIFICATE_SN$.

You can renew your certificate here: $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of certificate expiry

$XMLGW_CERTIFICATE_SN$

certificate serial number

$XMLGW_URL$

link to the page where the certificate validity can be extended

REMSIGN_CERT_EXPIRED

Event:

Certificate expired notification

E-mail subject:

Remote Signing Qualified Certificate Expired

E-mail body:

Hello,
on $XMLGW_DATE$ your remote signing qualified certificate has expired. Its serial number is $XMLGW_CERTIFICATE_SN$.

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time when the certificate expired

$XMLGW_CERTIFICATE_SN$

certificate serial number

REMSIGN_RENEW_REQUEST_CREATED

Event:

Renewed certificate request creation notification.

E-mail subject:

Remote Signing Qualified Certificate Renewed Creation Request

E-mail body:

Hello,
on $XMLGW_DATE$ $XMLGW_SENDER$ user has created remote signing service qualified certificate creation request. The renewed certificate is not approved by the certification authority.

You can process request here $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time when the request was created

$XMLGW_SENDER$

user who created the request

$XMLGW_SENDER_NAME$

name of the user who created the request (first name, middle name, surname, titles before and after name)

$XMLGW_SENDER_LOGIN$

username of the user who created the request

$XMLGW_URL$

link to the page where the request can be processed

METAVALUE_DAY

Event:

DMS document metadata value expiration notification.

E-mail subject:

$XMLGW_METADATA_NAME$ date expiration on documents

E-mail body:

Hello,
There are documents in $XMLGW_DG_FOLDER_NAME$ folder, which $XMLGW_METADATA_NAME$ date will expire soon.

Please, click on this link to display the documents: $XMLGW_URL$

FormFlow

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_URL$

link to folder where the notified documents are placed

$XMLGW_DG_FOLDER_NAME$

name of folder where the notified documents are placed

$XMLGW_RECIPIENT$

notification recipient

$XMLGW_RECIPIENT_NAME$

name of the notification recipient, containing the first name, middle name, surname, titles before and after name

$XMLGW_RECIPIENT_LOGIN$

username of the notification recipient

SCHVALENI_SKARTACE_BEZ_NA

Event:

Shredding Approval.

E-mail subject:

Shredding Approval $NAZEV_SKARTACE$

E-mail body:

Please, approve $NAZEV_SKARTACE$ shredding. It contains documents which shredding year is $ROK_SKARTACE$ and older.
$ARCHIVAR$ is the archivist that is responsible for processing this shredding.

Go to $XMLGW_URL$ and review the contents of deposit items that are included in this shredding.

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

link to the list of storage units to be shredded

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

$NAZEV_SKARTACE$

name of shredding procedure

$ROK_SKARTACE$

year of shredding procedure

$ARCHIVAR$

archivist responsible for carrying out this shredding procedure

ENTITY_ODEBRANY_ZE_SKART_BEZ_NA

Event:

Entities Removal From Shredding.

E-mail subject:

Entities Removal From Shredding $NAZEV_SKARTACE$

E-mail body:

The background process has successfully completed removal of the archive entities that shouldn't be shredded in $NAZEV_SKARTACE$ shredding. The shredding contains documents which shredding year is $ROK_SKARTACE$ and older.
$ARCHIVAR$ is the archivist that is responsible for processing this shredding.

Shreddings are available at $XMLGW_URL$ page.

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

link to shredding procedure

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

$NAZEV_SKARTACE$

name of shredding procedure

$ROK_SKARTACE$

year of shredding procedure

$ARCHIVAR$

archivist responsible for carrying out this shredding procedure

SKARTACE_BEZ_NA_DOKONCENA

Event:

Shredding Without National Archive Finished.

E-mail subject:

$NAZEV_SKARTACE$ Shredding Without National Archive Finished

E-mail body:

The background process has successfully completed $NAZEV_SKARTACE$ shredding. The shredding contains documents which shredding year is $ROK_SKARTACE$ and older.
$ARCHIVAR$ is the archivist that is responsible for processing this shredding.

Shreddings are available at $XMLGW_URL$ page.

Macros available in the e-mail subject and body:

Macro name Macro value description

$XMLGW_DATE$

date and time of the form operation

$XMLGW_FORM$

(form code) form name \{filled-in form name}

$XMLGW_FORM_CODE$

form code

$XMLGW_FORM_NAME$

form name

$XMLGW_FILLED_IN_FORM_NAME$

filled-in form name

$XMLGW_FOLDER$

name of the folder where the form is stored

$XMLGW_SN$

serial number of the form

$XMLGW_URL$

link to shredding procedure

$XMLGW_SENDER$

the user who performed the form operation

$XMLGW_SENDER_NAME$

the name of the user who performed the form operation (first name, middle name, surname, pre-title and post-title)

$XMLGW_SENDER_LOGIN$

username of the user who performed the form operation

$XMLGW_RECIPIENT$

the user who has become the form recipient

$XMLGW_RECIPIENT_NAME$

the name of the user who has become the form recipient (first name, middle name, surname, pre-title and post-title)

$XMLGW_RECIPIENT_LOGIN

username of the user who has become the form recipient

$NAZEV_SKARTACE$

name of shredding procedure

$ROK_SKARTACE$

year of shredding procedure

$ARCHIVAR$

archivist responsible for carrying out this shredding procedure