Email Notifications

Owned by HB Farris
Last updated: Dec 18, 2023
3 min read

Emails will automatically be sent when SMTP Server Management is configured, unless a user opts out or turns off of email notifications.

Approver Notifications

  • Pending Approval Task: A domain user will receive an email notification when an approval task is assigned to one of their approval roles.  This email notification is triggered when an approval task is pending either when the record is routed for approval or the previous approval route level is complete.

  • Route Withdrawn: A task assignee will receive an email notification if an approval route is withdrawn before the user has completed their pending task. The notification is intended to function as a cancellation notice for the previous task assignment notification.

  • Approval Task Cancelled: A task assignee will receive an email notification when an approval route is rejected by another approver before the user has completed their pending task. The notification is intended to function as a cancellation notice for the approvers with pending tasks.

Author and Route Owner Notifications

Author and Route Owner email notifications are only available on qTest records.

The qTest Author and Route Owner need to have a Vera account with same username and / or email address. See https://tx3.atlassian.net/wiki/spaces/V20234/pages/515538947 for more detail.

  • Route Completion: The user will receive an email notification each time an entity that they have authored has become fully approved. (i.e. The notification will be sent only after the final approval signature is applied, not each time a single approval signature is applied.)

  • Route Rejection: The user will receive an email notification when one or more of their authored entities have been rejected by an approver.

Notification Example

Background:

  • Domain is setup with users and projects

  • Mail Server is configured

  • Users (Approvers, Route Owner and Author) have opted in to receive notifications in the domain

Scenario:

WhenA record in a project associated to a domain is routed for approval. 

Then The following approval route is applied:

  • Level 1 - Business Approval - pending

  • Level 1 - Technical Approval - pending

  • Level 2 - Quality Approval - not started

And Business approvers and Technical approvers in the domain will get an email notification that they have pending approval tasks on a record that was routed for approval. 

Scenario:

When Business and Technical (Level 1) approval is complete

  • Level 1 - Business Approval - complete

  • Level 1 - Technical Approval - complete

  • Level 2 - Quality Approval - pending

Then Quality approvers in the domain will get an email notification after Business and Technical (Level 1) approval is complete.

Scenario:

When Quality approval is complete

Then The approval route is complete

And the record is approved

And the Route Owner and Author will get notified when the record is approved

NOTE:

  • Approval routes are configurable.

  • You need to configure the author field in the RMP for the author to receive rejection emails.

  • Author emails are limited to qTest test cases and test run records.

  • Route Owner emails are limited to qTest test cases and test run records