Defining Email Message Keys

An administrator must define the email message subject and body text in the workflow using message keys and strings.

If your organization has already implemented workflow for some projects, your repository may contain email message keys and strings that are suitable for a new workflow definition. In this case, review them to determine if they are appropriate for your project's workflow. Do not modify existing email message keys without consulting with those who use workflow for other projects.

Important: You can create multiple message files that contain definitions for email message keys and strings. However, for a specific message key, only the most recent message file controls the email message definition used in workflows. There is at most only one value used by the system for a specific message key.

Create or locate a copy of the iReviewMessages_enUS webform in the Messages folder of the Administration cabinet.
Important: Do not modify the Astoria-supplied message documents. Any changes you make are subject to being replaced the next time your system is upgraded. Instead, make a copy of the webform to customize for your organization.
If you are creating a copy, rename the copy giving it a unique name for your organization.
For example, WorkflowMessages_enUS.
Navigate to and select the copy of the webform (for example, WorkflowMessages_enUS), in the Messages folder.
Right-click the webform and select File > Edit.
The webform opens for editing.
In the Message Items field, scroll down to and select an existing EmailBody or EmailSubject Message Key.
Review the text of the Message String associated with the Message Key.
If necessary, modify the text.
If no suitable email message keys and strings exist for your workflow, click New and enter a new Message Key and associated Message String.
Note: In most cases, you will need to create a pair of items, one for the email subject and one for the email body. See Email Message Key Parameters for Job Tickets for information about generating dynamic content in the email subject and body.
Scroll to the top (or bottom) of the webform and click Checkin Document.
When prompted, provide a checkin note indicating what was changed in the webform, then click OK.

The revised webform is saved in the repository. The message keys can be referenced in a Task Sequence or Audience Parameters document and the email messages used in a workflow.