Make improvements to Email Notification
Email Notifications are extremely limited in what they can do and how they are scheduled. They are also not easy to understand and/or test. I recommend the following improvements.
1. Allow groups and roles to be assigned to a notification. The whole point of AD synchs with a group is to reduce administration tasks but without the ability to assign groups/roles to notifications, then the admin has to assign users separately OR open a notification job to all users, which is not ideal.
2. Create an ability for a notification to change a field after execution. This will allow users to verify that an email was sent, and/or trigger follow up tasks/notifications. I.e. if a "Status" field is updated to "Email Sent" and the doc hasn't been changed in over a day (DWModifyDate field is >=Today(-1)) then a follow up email notification is triggered.
3. Improve the scheduling options. Right now you have two options: Immediately notify which typically sends one email for every document instance (which can be over-whelming) OR reoccurring which will accumulate triggered events and then send them all at the scheduled time even if the trigger condition has since been cleared. It seems that for a reoccurring job, triggered events should not accumulate but rather a query should occur at the scheduled time. Therefore notifications would be current at that moment.
4. Email the actual docs. Currently you can include a link to the doc(s) or to a Task List but not the actual doc(s). This excludes an email notification from being used to notify non-DocuWare users. If you wish to send customers their recent invoices on a daily, weekly or monthly cycle, you will need to provide them with access to your DocuWare system which creates a setup and licensing load on the administrator. It also requires the customer to go through the process of connecting and downloading their invoices which they probably do not want to do.
Thank you for your idea. Right now we are focusing on other topics, so we are not considering this idea for future releases. If the demand for this topic increases, we might add it to future plans.
Please Note: Apart from the improvement of scheduling options all other functionalities are available in the DocuWare Workflow Manager.