Configure Letters for Tasks

Task configuration can include designating letters to notify task recipients when a task is assigned, either individually or as part of a batch, and when a task is cancelled. Letters can also notify users when a task is submitted.

Letters to configure:

1. Assignment letter (non-batch): To be sent to the task assignee when a single task is assigned, either manually or automatically. Recommended contents: Instructions on logging in, obtaining files, and what to do when the recipient has completed the task.
2. Batch assignment letter: To be sent to the task assignee when the task is part of a batch of task assignments. One letter is sent for the batch. Use the merge field %BATCH_ASSIGNMENT_SUBMISSION_LIST% to include submission identifiers and task due dates for all submissions included in the batch of assigned tasks. Recommended contents same as above.
3. Cancel assignment letter: To be sent to the task assignee when a task is cancelled (and no longer needs to be performed).
4. Submit task letter: To be sent to the person who assigned the task, the publication office, or other users who should be informed when a task has been completed. This letter is not triggered when a task is submitted via FTP.

Note: Tasks may also be configured to allow task assignment without sending a letter to the task recipient.

TO CONFIGURE:

Go to PolicyManager > Email and Letter Policies > Edit Letters.

Assign letters to the Production letter family. For details on letter configurations, see Create Letters.

After letters are created, associate them with production tasks. Go to PolicyManager > ProduXion Manager > Configure Submission Workflows and Production Tasks.

1. Click the Edit link next to All Submission Production Tasks to display the list of all tasks in the standard workflow (all active configured tasks).
2. Click the Edit link next to the chosen task. This opens the Edit Submission Production Task page.
3. In the Letter Options section, use the drop-down menus to select a letter to be sent for each letter type. The drop-down menus display all active letters in the Production letter family.
   1. Non-Batch Assignment Letter
   2. Batch Assignment Letter
   3. Cancel Assignment Letter
   4. Submit Task Letter
4. Optional: Allow Task Assignment without Sending Letter: Check the box next to this setting to allow a user to assign a task without selecting a letter to send to the task recipient.
5. When finished, click Submit.

Use merge fields to include information about submissions and tasks in letters. See Production and production-tracking merge fields.

To configure a sending address for production-related emails, see Set "Email From" Address.

For related information, see:

Configure Submission Production Tasks or Editorial Tasks

Configure Corresponding Production Editor Designation

Use Email Deep Links for Production Tasks

 

 

EM Help Home

To return to previous page click ALT + left arrow