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

neil_b · ‎03-24-2025

I did check all of that. I was able to get it to work. I had an advanced condition on the email script that I moved out to a business rule instead and that ended up fixing it. Thank you so much @Medi C for your help! I will mark your initial answer as the solution! Have a GREAT day! You have been a tremendous help!

Medi C · ‎03-18-2025

@neil_b

I retested again. Notifications are sent out in both scenarios:

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

Jean Ferreira · ‎03-18-2025

In the notification record you have the option to assign a specific group

You can either have 2 notifications:

One to send the e-mail to the assignee and the second to the members of the Admin group.

neil_b · ‎03-18-2025

Hi @Jean Ferreira thank you for your response. The business requirement is to email the assigned_to IF it exists on the request, ELSE (assuming assigned_to is EMPTY), email the Admins group. Admins do not want to receive an email every time a user is deactivated and requests are still open. Admins only need to be involved if there isn't a user assigned to the request. Are you implying that this cannot be achieved without adding two separate notifications? The goal is to have one notification, to prevent unnecessary additional records that essentially display the same information, when only the recipient needs to change.

Jean Ferreira · ‎03-18-2025

You can have only one notification.

But then you will need to create a script to generate the list of recipients.

1 - Create a flow property

2 - Create an action to set the flow property with this logic:

- If the assigned to is not empty, then set the property as the assignee email. Else set the property with the emails of all members of your admin group.

3 - Change your notification to be triggered when an event is fired. Also set that the recipients will be in Event parameter 1

4 - In your flow designer, call your notification informing the flow variable in the event parameter 1.

If you like a low code method, I believe it's better having two notifications.