Business process setup guide (BPMS)
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How to notify an employee when he becomes an activity participant

Example

Create the following business process: an email is sent to an employee that was added to the list of participants in the activity.

Business process diagram (Fig. 1) elements:

1.Incoming signal for adding an activity participant - when a new participant is added to the activity, the signal is activated and the business process is started.

2.Reading the Id of the added activity participant record – getting about the new activity participant information for later use in the process.

3.Reading the activity header – retrieving activity data that will be used in the preconfigured template.

4.Sending email – notifying the contact that they were added to the activity.

Fig. 1 The "Employees added as activity participants notification" business process

scr_process_creation_designer_case_activity_participant.png 

Place the [Signal] element of the [Initial events] group on the schema — "Participant added". The element will be activated when a contact is added on the [Participants] detail of the activity. Set up the signal parameters:

1.In the [Object] field, set "Activity participant".

2.In the [What event should happen?] field, select "Add record".

Add two [Read data] elements of the [System actions] group.

The "Read activity participant" element will read data from the activity participant added record. Set up the element parameters:

1.In the [Which data read mode to use?] field, select “Read the first record in the selection“.

2.In the [Which object to read data from?] field, select “Activity participant”.

3.In the [How to filter records?] area, set the filter “Id = Participant added.Record ID". To do this, click <Add condition>, select the “Id” column, then in the appeared menu, select [Compare with parameter]. In the opened window, select the [Record ID] parameter of the "Participant added" element.

Fig. 2 The "Read activity participant" element properties

scr_process_creation_designer_case_activityparticipant_read_participant.png 

The "Read activity title" element will read the activity title, to which a participant has been added. Set up the element parameters:

1.In the [Which data read mode to use?] field, select “Read the first record in the selection“.

2.In the [Which object to read data from?] field, select “Activity”.

3.In the [How to filter records] area, set up filter "id = Read activity participant.First element of the resulting collection.Activity". To do this, click <Add condition>, select the “Id” column, then in the appeared menu, select [Compare with parameter]. In the opened window, select the "Activity" parameter of the "Read activity participant" element.

4.In the [Which column values should be read?] field, select “Only selected columns" and select the “Title” column.

Fig. 3 The "Read activity title" element properties

scr_process_creation_designer_case_activityparticipant_read_activity_title.png 

Add the “Send e-mail” element of the [System actions] group and set the following parameters:

1.In the [From] field, specify the return address in the message. To do this, select [Select from lookup] in the parameter value menu, then in the [Synchronization with mailbox settings] lookup, select one of the configured email accounts.

2.In the [To] field, specify the email of the recipient. In the parameter value menu, click the [Process element], select the [Read contact data] element, and the [Email] parameter.

3.In the [What is the message?] field select “Template message”.

4.Select the existing template in the [Template message] field. The [Subject] field is populated automatically.

5.Select “Send email automatically” in the [How is the message sent?] field.

Fig. 4 The "Send email" element properties

scr_process_creation_designer_case_activityparticipant_send_email.png 

After creating the process elements, connect each element with the next one by dragging the icn_process_elements_connection_straight00041.png element in the upper right corner of the selected process element.

Save the created business process.

See also

How to notify employees by email when a lead has been received via a landing page

How to notify a user about a comment to his message in the feed

How to reallocate rights to read and modify records if an owner is changed

Process parameters

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