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INFO: Version 005.012.004.000Additional module up to Core Prof. 3 projects

Workflow - e-mail templates

The e-mail templates required for the approval process within the workflow are stored by default in the Weblication® software directory(/weblication/grid5/default/workflow/mails). The contents of these EML files can be found below.

  • de.rejected.eml
    This template is used for the notification message due to a workflow rejection. The e-mail address etc. must be adapted to the individual details.
  • en.released.eml
    This template is used for the notification of a successful release of a workflow (final stage). The e-mail address etc. must be adapted to the individual details.
  • de.toRelease.eml
    This template is used for the notification of a release request for a workflow. The e-mail address etc. must be adapted to the individual details.

If the English or French user language is set for editors in the user administration, store the EML files accordingly with the respective language abbreviation (e.g. en.rejected.eml or fr.rejected.eml).
In order for a user to receive the corresponding workflow emails, a valid email address must be stored for the respective user in the user administration and it must be ensured that emails can also be sent via PHP scripts.

Beispiel: Inhalt der de.rejected.eml

From: [!--system.mail--]
To: [!--user.mail--]
Content-Type: text/plain; charset=UTF-8
Subject: Ihre Änderungen wurde zurückgewiesen: [!--document.path--]

Das folgende Dokument wurde vom Benutzer [!--userCur.username--] zurückgewiesen.
[!--env.hostURL--]/weblication/index.php?redirect=[!--document.path--]

Grund der Zurückweisung
[!--info.reason--]

Beispiel: Inhalt der de.released.eml

From: [!--system.mail--]
To: [!--user.mail--]
Content-Type: text/plain; charset=UTF-8
Subject: Ihre Änderungen wurden freigegeben: [!--document.path--]

Das folgende Dokument wurde freigegeben.
[!--env.hostURL--]/weblication/index.php?redirect=[!--document.path--]

Beispiel: Inhalt der de.toRelease.eml

From: [!--system.mail--]
To: [!--user.mail--]
Content-Type: text/plain; charset=UTF-8
Subject: Bitte geben Sie das Dokument frei: [!--document.path--]

Klicken Sie auf folgenden Link, um direkt zum freizugebenden Dokument zu gelangen
[!--env.hostURL--]/weblication/index.php?redirect=[!--document.pathDraftToRelease--]

Zur Dateiverwaltung
[!--env.hostURL--]/weblication/index.php?redirect=[!--document.pathFilemanager--]

Meaning of the placeholder tags of a workflow e-mail template

The placeholder tags used in the EML file have the following meaning:

  • [!--system.mail--]
    This placeholder is replaced by the e-mail address that is stored in the system settings ('Sender address of system e-mails').
  • [!--user.mail--]
    This placeholder is replaced by the e-mail address of the user who receives the corresponding workflow e-mail.
  • [!--userCur.username--]
    This placeholder is replaced by the user name of the currently logged in user.
  • [!--env.hostURL--]
    This placeholder is replaced by the URL (domain) (e.g. http://www. domain.dd).
  • [!--document.path--]
    This placeholder is replaced by the path of the file in the workflow (e.g. /en/current/messages/message_1.php).
    This is the original file, not the modified file (working copy).
  • [!--document.pathDraft--]
    This placeholder is replaced by the path of the file in the workflow (e.g. /en/current/messages/weblication/documents/drafts/message_1.php).
    This is the working copy.
  • [!--document.pathDraftToRelease--]
    This placeholder is replaced by the path of the file to be released (e.g. /en/current/messages/weblication/documents/drafts/message_1.toRelease.php).
    This is the working copy to be released.

Store e-mail templates for specific projects

As of Weblication® version 005.012.004.000, you can also optionally store the workflow e-mails on a project-specific basis under /[YOUR-GLOBAL PROJECT]/weblication/workflow/mails. To do this, copy the EML files with the same name stored in the software directory into the aforementioned directory of your global project.

As of Weblication® version 005.021.001.003, you can also refer to a superglobal project via a forwarding in the workflow e-mails stored in the global project. This makes sense, for example, in an installation with several projects that are to access the same workflow e-mails. This means that any changes only need to be made in the superglobal EML files.

Beispiel: Inhalt der /[IHR-GLOBALES-PROJEKT]/weblication/workflow/mails/de.toRelease.eml

Redirect:/superglobal/workflow/mails/de.toRelease.eml