Before
Someone had to review the application decision, identify the affected users, and draft individual messages explaining permitted data, restrictions, reasons, and approved alternatives. The team also had to send the notifications one by one and confirm what was delivered.
How it works
- Read the application review status, data guidance, alternative, reason, and affected users.
- Generate a personalized notification using the appropriate pending, blocked, tolerated, approved, or restricted guidance.
- Send the selected notifications and return a delivery count and summary.
Workflow details
- Trigger and context: The workflow receives an application record, its review state, guidance details, and a list of affected user email addresses.
- Status-based messaging: It creates different email content for applications that are pending, blocked, tolerated, approved, or approved with restrictions, including the relevant reason, data-use guidance, alternative application, or upload control.
- Recipient preparation: Each message is personalized with the recipient’s name and includes the application-specific subject and HTML-formatted guidance. The workflow limits processing to the configured maximum, which defaults to three users.
- Notification delivery: The prepared messages are sent for each selected user, while the demonstration uses a locally replayed email response to represent delivery.
- Completion summary: After processing, the workflow counts the notifications and returns a summary that identifies how many messages were sent and references the message subject.
What changed
The application status now determines the message content automatically, including the applicable data rules, restrictions, reason, and alternative. Users receive a consistent personalized handoff, while the workflow handles the configured recipient limit and returns the delivery count and summary.
Work removed
Manually reviewing each application decision, drafting status-specific guidance, personalizing messages for each affected user, copying permitted-data rules and alternatives, sending emails one by one, and counting the notifications sent.
Expected outcome
Up to three affected-user notifications can be prepared and sent per run by default, with a clear delivery count and summary returned for each execution.
