This article explains how a Systems Administrator configures Evotix Assure to send an automatic email notification to a designated user whenever a Workflow Rule (an automated rule that assigns personnel or sets record status based on defined criteria) produces an unsuccessful outcome. The notification is triggered by specific error entries written to the Workflow Rules Log (the system log that records the result of every rule execution). The configuration is completed in Settings > System Configuration > System Settings using the Workflow Rules Error Notification Recipient field. Only users who hold permission to manage Workflow Rules appear in the recipient selection list.
Overview
When a Workflow Rule is triggered, the outcome of the rule is logged in the Workflow Rules Log. There are scenarios where a Workflow Rule is unsuccessful and some action is needed -- for example, to manually change a record's workflow, correct an out-of-date rule, or enable the workflow for a module. For example, a Workflow Rule cannot run if the assignee no longer holds the correct permissions to be assigned the record. To be notified of any of these instances, an Administrator can configure Assure to send a notification to a selected user when one of these unsuccessful log entries is created, enabling the Administrator to identify and rectify the issue.
Prerequisites
- The user must hold Systems Administrator access to Assure.
- The intended notification recipient must hold permission to manage Workflow Rules. The available recipient list only includes users who have permission to manage Workflow Rules.
How to Configure the Workflow Rules Error Notification Recipient
- Navigate to Settings (top-right of the navigation bar).
- Under System Configuration, select System Settings section.
- Locate the Workflow Rules Error Notification Recipient field.
- Select the user who should receive error notifications from the dropdown. The Workflow Rules Error Notification Recipient field allows the selection of a user to receive notifications when Workflow Rule errors occur.
- Click Save to apply the setting.
Note: The Workflow Rules Error Notification Recipient field is found within the same System Settings screen that contains other system-wide notification and workflow preferences, such as Master Approver, Master Assignee, and Master Notification Recipient.
Unsuccessful Outcomes That Trigger the Notification Email
The email notification triggers on the following unsuccessful outcomes:
| Unsuccessful Outcome Message | Resolution |
|---|---|
| Outcome execution for rule {RULE NAME} was unsuccessful. Module or approval system is not enabled for {MODULE}. | Enable the approval system for the module within Module Setup. |
| Outcome execution for rule {RULE NAME} was unsuccessful. Configured user does not have permissions to become the approver for record {MODULE} - {RECORD REF}. | Update the user's permission to allow the user to approve records for that module, or select a new approver within the rule. |
| Outcome execution for rule {RULE NAME} was unsuccessful. Configured user does not have permissions to be assigned to record {MODULE} - {RECORD REF}. | Update the user's permission to allow the user to be assigned records for that module, or select a new assignee within the rule. |
| Rule {RULE NAME} should have executed an outcome. The approvals process was turned off when this record was created. Record {MODULE} - {RECORD REF} will need to be manually assigned to allow outcomes to be executed. | Ensure the approvals process is now turned on and manually assign the record. Once the record has been manually assigned, Workflow Rules will be able to run against the record as normal. |
| Outcome execution for rule {RULE NAME} was unsuccessful. Internal processing issue. | Ensure all setup for the approvals process, the Workflow Rule, and user permissions are correct. If the issue persists, contact the Evotix Support Team. |
AI Metadata
Product Area: Evotix Assure -- Workflow Management; System Configuration
User Role: Systems Administrator (requires Manage Workflow Rules Supervisor Privilege and access to System Settings)
Tags: workflow rules, workflow rules error notification, unsuccessful rule outcome, workflow rules log, system settings, workflow rules error notification recipient, assignee permissions, approver permissions, module setup, approval process, error email
Version/Region: All Assure versions; all regions
Important Synonyms: Workflow Rule failure = unsuccessful rule outcome = failed rule; Workflow Rules Error Notification Recipient = error notification recipient; Workflow Rules Log = rules log; approval system = approval process; assignee = person assigned to record; approver = designated approver; Module Setup = module configuration; internal processing issue = system error
Suggested Embedding Keywords: notify user workflow rule failed Assure, workflow error email Assure, workflow rules error notification recipient setup, unsuccessful workflow rule outcome alert, configure workflow rule failure notification, system settings workflow notification, workflow rules log error, failed rule assignee permissions, approval process not enabled workflow rule
Relevant Modules and Cross-Module Implications: The primary configuration area is System Settings (Settings > System Configuration). Related modules are Workflow Rules Management (rule creation and management), Workflow Rules Log (execution outcome records), and Module Setup (enabling the approval process per module). The Workflow Rules Error Notification Recipient field is configured in System Settings but is directly dependent on Workflow Rules Management and Module Setup being correctly configured. Incorrect permissions or a disabled module approval process in Module Setup will trigger the notification emails covered in this article.