Node Notification Templates
User-facing nodes — the Initiator Input (Start form), Input node, and Approval node — send notifications at key moments: when a task is assigned, approved, rejected, escalated, delegated, or reassigned. Every one of these messages comes from a notification template configured on the node, so builders can rewrite the copy, toggle channels, and adjust buttons per step.
How templates work
Each template has two channels, configured independently:
- Bot — the message sent in the Virtual Assistant, with configurable quick-action buttons (for example Complete Task and My Tasks).
- Email — the email variant, with its own subject line, HTML body, and buttons that deep-link into the web-view.
Each channel can be enabled or disabled per template (for example, the default Assignment template sends the bot message but has email off). Message bodies support Data Center placeholders such as {USER.DISPLAYNAME}, {{stepName}}, {{appName}}, {{requestor.displayName}}, {{requestor.employeeId}}, {{initiatedOn}}, and link variables like {{myTaskURL}} and {{allTasksURL}}.
Template matrix
Which templates exist depends on the node type:
| Notification template | Sent to | Initiator Input | Input node | Approval node |
|---|---|---|---|---|
| Assignment | Assignee | ✓ | ✓ | ✓ |
| Rejection reassignment (with comments) | Reassigned assignee | ✓ | ✓ | ✓ |
| Rejection reassignment (without comments) | Reassigned assignee | ✓ | ✓ | ✓ |
| Request-revision reassignment | Reassigned assignee | ✓ | ✓ | ✓ |
| Reminder | Current assignee | — | ✓ | ✓ |
| Approval (with / without comments) | Initiator | — | — | ✓ |
| Rejection (with / without comments) | Initiator | — | — | ✓ |
| Automatic action — Initiator | Initiator | — | ✓ (auto-complete) | ✓ (auto-approve / auto-reject) |
| Automatic action — Current assignee | Assignee | — | ✓ (auto-complete) | ✓ (auto-approve / auto-reject) |
| Delegation — New assignee | Delegate | — | ✓ | ✓ |
| Delegation — Current assignee | Original assignee | — | ✓ | ✓ |
| Delegation — Delegated by | Person who delegated | — | ✓ | ✓ |
| Reassignment — New assignee | New assignee | — | ✓ | ✓ |
| Reassignment — Current assignee | Previous assignee | — | ✓ | ✓ |
| Escalation — Current assignee | Assignee being escalated past | — | ✓ | ✓ |
| Escalation — Escalated assignee | Escalation recipient | — | ✓ | ✓ |
| Escalation — Requestor | Initiator | — | ✓ | ✓ |
| Escalation — Reassignment variants (current assignee / escalated assignee / requestor) | As above, on reassigned requests | — | ✓ | ✓ |
| Auto reassignment — New assignee (assignee termination) | New assignee | — | ✓ | ✓ |
In short: the Initiator Input carries only the four core task templates; the Input node adds reminders, auto-complete, and the delegation / reassignment / escalation / auto-reassignment groups; the Approval node has the full set, including the approval- and rejection-outcome messages for the initiator.
Where to edit themOpen the node on the Workflow Canvas and go to its notification/template settings. Escalation, delegation and reassignment templates appear with the feature that uses them (for example, delegation templates once delegation is enabled on the node; auto-reassignment with Automatically Reassign Tasks on Assignee Termination).
Updated about 7 hours ago