Send submission notification to requester with updated short description?

[EstherJ]

I've been requested to build a catalog item with custom notifications. I tried using Send Email functions in my flow since they will only be used for this request type, but couldn't get the formatting to work as desired, so I went back to using Notifications. I am still struggling.

I do an Update Record as the second step in my flow, after a Get Catalog Variables from the Request, to change the RITM Short Description to "FRCR - <request type> - <application> (<env>)" instead of the Short Description of the catalog item. As the team that will be assigned to these tickets may be working 10-15 of these types of records at the same time, they need to easily be able to identify which request is which in their Requst list and to quickly determine which request they received emails about. We wants the first email that goes out to the user to have a Subject that matches the updated RITM Short Description to facilitate this.

My Notification is set to Send When Record inserted or updated. My Conditions are that the Item is this particular request type and Short description changes. If I check only Inserted, it sends a notification with the original Catalog Item Short description. If I check Inserted and Updated, it sends a notification with the original Catalog Item Short description and then emails with the Subject of the updated RITM Short Description nine times to eleven people (the members of the assignment group, the watch group, and the requested for), too. If I check only Updated, then it sends nothing.

Since this is a totally custom notification that will only ever be used for this request type, I was wondering if there was a way to dynamically update the Subject in the notification to use the variables from this item for this initial notification without having to add Business Rules or Scripts? As the RITM is updated after that initial insert, all the other notifications already have the correct Subject.

[Tanushree Maiti]

Hi @EstherJ 

Check this video and build your custom notification for your catalog.

https://www.youtube.com/watch?v=10XV2MErSrI

[Ankur Bawiskar]

@EstherJ 

My thoughts

-> use notification and use email script to set subject dynamically using email.setSubject()

Example scripting for email notifications 

-> trigger the notification from your Flow once using "Send Notification" flow action

💡 If my response helped, please mark it as correct ✅ and close the thread 🔒— this helps future readers find the solution faster! 🙏

[EstherJ]

I think I wasn't very clear on what I'm trying to do. My Catalog Item has a Short Description of "Firewall Rule Change Request (FRCR)". The second step in my flow is to change the title of the RITM to "FRCR - <rule_type> - <app> (<env>)". We have a Notification that triggers when a RITM is created, but it uses the Catalog Item Short Description. I'm trying to figure out how to create a custom initial notification that matches what the updated RITM Short Description has by adding the variables to the subject of the custom notification I'm trying to create for that submission notification. I could do it when I was using Send Email from within the flow, but can't figure out how to get my catalog item variables into the email subject in the Notification. All other notifications on this item are working because the RITM Short Description is already updated, but because of timing, that first one is "wrong". Was thinking that if I could set it up with the same variables, it would still match as far as anyone else would see.