Notification

[DanaWood]

Hi,

I need help with notification. here is how my catalog item works

1- manager submit request for his staff to gain access to specific file and for specific period of time.

2- Once the access is about to expire (like 10 days prior the due date) we need to send notification to each user to inform them their access about to end.

I created event and used flow to fire the event

I created notification based on event but I can't send email to each user on the request, I can send it to the requester only.

How can I send it to each user on the request.

Thanks

[GlideFather]

Hi @DanaWood,

what exactly do you mean "each user on the request"? 

Each one request will have different recipients - usually it is requestor, but if you have the trigger (event) it's almost done, then for the recipients, go to the middle tab "Who will receive" and unlock the following icon and there you have almost unlimited chance how to populate the recipients:

It can be for example - a Manager of the Location of the Requestor or Department or Assignment group or anything else... and using this if I will submit the form, then it will be manager of my Location, if you submit manager of your location... so it will be dynamic, unless you want to be a specific group in all circumstances, then select it in the Groups field 

Let me know if this makes sense to you or if you want to discuss in more details, perhaps I got it all wrong :))

[MugTm09]

Hello, @DanaWood .
I thought there might be several possible approaches depending on how “each user on the request” is implemented.
My guess is that perhaps they want to use information that only exists in catalog item variables directly in the notification.
It might not be the smartest method, but in that case, one possible solution would be to design the flow so that everything is handled within it—by having the flow wait until a specific date/time, then trigger the next action, which leads to the notification logic.

[TejasSN_LogicX]

Hi —
You want the expiry notification sent to each user on the request, not only the requester.

One-line summary: send the notification to the users stored on the catalog request by either (A) configuring the Notification recipient to use the variable field that holds the users, or (B) using Flow Designer to loop those users and send the notification to each — both avoid sending only to the requester. I am not sure which variable type you used (single user, multi-user, variable set), so I give both safe options below.

Notification → “Users in fields” (if your variable is a simple user reference)

Open your Notification record (that you already created for the event).

In Who will receive choose Users/Groups in fields.

Select the catalog variable (field) that stores the user (e.g., requested_for or your variable name).

Save and test — the notification engine will send email to the user(s) referenced in that field.

When to use: when your catalog item stores users in a single reference variable (or a reference that supports multiple values and the Notification UI shows it).

[Ankur Bawiskar]

@DanaWood 

yes you can send email 10 days before the due date.

you can run daily scheduled flow or scheduled job and check the date is 10 days prior, if yes then send email.

If my response helped please mark it correct and close the thread so that it benefits future readers.