Send email notifications to reviewers - CDM Cloud

This article explains how email notifications are triggered when users are assigned as reviewers in Comala Document Management Cloud. It covers the default behavior and options for configuring custom notification messages using JSON triggers.

Environment

Product: Comala Document Management
Platform: Cloud

Problem

Users are unable to locate configuration settings to enable email notifications for reviewers or approvers assigned within a workflow.

Cause

In Comala Document Management Cloud, workflow notifications are handled automatically by default, and there is no specific option in the UI to “enable” them.

Confusion often arises when notifications are not sent if the assigner and assignee are the same user, or when users expect to customize notification messages through the UI, which is not supported.

Solution

There are two ways to handle notifications for assigned reviewers:

Default workflow notifications

Comala Document Management sends email notifications automatically whenever a user is assigned to review a document.

Sender Address: no-reply@appfire.com (Note: This is different from the standard Confluence notification address).
Requirement: The assigner and the assignee must be different users. If you assign yourself as a reviewer, a notification will not be sent.
On-Screen Notifications: Users will also see a message on the page when they are viewing a page they have been assigned to approve.
Troubleshooting: If notifications are not being received, check the spam folder for emails from no-reply@appfire.com.

Custom email notifications

In Comala Document Management Cloud, custom notifications are configured using JSON triggers in the workflow editor.

Use case: Send a custom email when a reviewer is assigned

To send a custom email, you must add a trigger for the on-assign event. According to the official documentation, the @assignee value is supported for this event and ensures the email is sent to the user assigned to the page.

{
    "triggers": [
        {
            "event": "on-assign",
            "actions": [
                {
                    "action": "send-email",
                    "recipients": [
                        "@assignee"
                    ],
                    "notification": {
                        "subject": "${content.title} has been assigned to you",
                        "title": "Review Assignment",
                        "body": "Hello, you have been assigned to review ${content.link} in the ${content.space} space."
                    }
                }
            ]
        }
    ]
}

Key parameters for cloud triggers:

event: Set to on-assign to capture the assignment event.
recipients: Must be an array. Use @assignee (without trailing @) to target the assigned user.
notification: An object containing the mandatory subject and body fields. You can use dynamic variables like ${content.title} or ${content.link}.