Requesters and approvers who are PowerSchool ERP users have the ability to choose how they would like to receive workflow notifications. In e-Forms & Tools > All > Tools > User Preferences, on the Workflow tab, the Send Workflow Items to field allows users to determine if workflow notifications are sent to the Activities Page, Email, or Both. The default is Both.
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Activities Page |
With this selection, workflow notifications will be sent to the Activities panel of the PowerSchool ERP home page. They can also be accessed from the Activities action item in the toolbar's Navigation group in pages throughout PowerSchool ERP. |
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With this selection, workflow notifications will be sent to the email address entered in the Email field of the Employment tab in the user's employee record. |
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Both |
With this selection, workflow notification will be sent to both the email address and the Activities panel. |
Activities Page Versus Email
When making the decision of how workflow notifications will be received, users should keep the following in mind:
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For Fund Accounting and Purchasing Workflows, the Email option uses the Email Task Scheduler Settings tab on the Workflow Configuration Profile to determine when notifications will be sent. The notifications are consolidated based on the workflow and workflow type. The Activities option receives the notifications as soon as the record is routed for approval or is processed. The notification is consolidated based on the activity description. The activity description comes from the Subject entered in the Email tabs of all Fund Accounting and Purchasing Workflows.
For example, if your Email Task Scheduler Settings tab is set to a regular interval of eight hours and during the period from when the previous email notifications were sent, 10 requisitions were entered which require your approval. If your user preference is set to receive email, you would receive one email for each of the 10 requisitions. If your user preference is set to receive notifications on the Activities page, you will receive 10 notifications, one for each requisition.
For related information, refer to Email Task Scheduler Settings Tab. -
For all workflows with notifications that require action, once the action is performed and if the notifications are sent by email, you will need to delete the email from your Inbox. If the notifications were sent to Activities, the notifications will automatically be deleted. For notifications that do not require action, both the email and activity will remain until the user deletes them.
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For all workflows, the Email option will show the information that was entered on the Email tabs in the Subject and Body of each workflow type. The Activities option only shows the information in the Subject of each workflow type. Depending how your organization defines the variables to display in the Subject and Body fields, users not receiving notifications through email may not have the necessary details needed to complete the action.