Need to dynamically change the recipient of a notification within Worfklow Studio

neil_b · ‎03-18-2025

Hi,

I have created a flow that is triggered when a user is deactivated and to do a look up for any requests they submitted and for each request, send a notification to the Assigned To user so that the request isn't ignored and still gets completed.

The challenge I face is that I have an IF logic step implemented to where if the Assigned To on the request is empty, I would like the notification to be sent to an Admin Group. If I don't do this, then the notification won't get sent out because there won't be a recipient.

I don't see a way to accomplish this in the Workflow Studio. Can someone please review my attached flow and advise me how I can achieve adding the Admins Group as the recipient of the notification if the Assigned To is empty?

Medi C · ‎03-18-2025

Hi @neil_b,

I was able to reproduce and work on your scenario on my PDI. Please follow below instructions:

Create a new Event Registry in sysevent_register as follow:

On your Notification, "When to send" tab, adjust is as follow by setting the event you created in previous step:

In the "Who will receive" tab, check "Event parm1 contains recipient"

In your Flow, you won't need "if else", you can use "Fire event" action:

in the Parameter 1, please provide following script:

return fd_data._2__for_each.item.assigned_to || "b85d44954a3623120004689b2d5dd60a";

_2__for_each: should be replaced with your "For each" statement. If it is in position 3 for example it should be _3__for_each.

Replace the sys_id with your Admins group sys_id

I have tested it on my PDI and it should do the work. I hope this help!

If you found this helpful, please hit the thumbs-up button and mark as correct. That helps others find their solutions.

View solution in original post

Medi C · ‎03-18-2025

Hi @neil_b,

Thanks a lot for your feedback. A notification is either sent to a group or to an individual. So it doesn’t matter which sys_id you are passing as a parameter as long as it is from sys_user or sys_user_group.

the script is basically trying the assigned to on the RITM first and only if it is undefined or null, the script would move to the group sys_id.

As mentioned earlier, I have tried it on my PDI and it is working as expected. Have you given it a chance?

If you found this helpful, please hit the thumbs-up button and mark as correct. That helps others find their solutions.

neil_b · ‎03-18-2025

@Medi C thanks for that explanation! That helps a lot! I have given it a chance and my notification is not sending. It was sending before when I had my flow and notification previously configured but when I re-configured everything to match what you supplied, my notifications aren't being sent out, but I did confirm that the event is being triggered and the event is logging the correct sys_ids (hidden for privacy). I checked the email log and none of the notifications showed up. Please see the screen captures below for reference.
New Flow

New Notification Configuration

Event Log

Any idea what else I can do to troubleshoot?

Medi C · ‎03-18-2025

Hi @neil_b,

could you please confirm if you have sc_req_item as a table set on your notification?

Could you share screenshots from the flow execution ?

which scenario you tested with ?

If you found this helpful, please hit the thumbs-up button and mark as correct. That helps others find their solutions.

neil_b · ‎03-19-2025

Hi @Medi C I appreciate you being thorough and patient with me. I hope to have this troubleshooted soon with you.

As requested, I do have the table set as my notification, see below:

Here is the What it will contain:

I tested both scenarios, one with a request that has an assigned_to and one with a request that is empty. Here is the execution:

Medi C · ‎03-21-2025

Hi @neil_b,

Have you checked that the recipients has valid email addresses? Did you check all Mails? Sent, Outbox, and Junk?

If you found this helpful, please hit the thumbs-up button and mark as correct. That helps others find their solutions.