Workflow email notifications - limit to user groups?

Squiz Matrix Support
1

Hey all
I've set up a workflow schema that functions thus:


  • Editor edits page in their section (eg finance) and applies for approval
    [*]Approver reviews and applies for approval (for publishing)
    [*]Admin QAs and publish (make live)
This process has been tested and works fine.

However, I want to find a way to limit the email notification (when an asset goes up for approval) - so that only the Approver of the specific section (ie finance in our example) gets an email, not all approvers.

Is this at all possible? Do I need to have different workflow schemas for the different sections (this seemed the only way I could see)? If not, I expect I will have to alter the schema to not have the second (approver) step.

Running 3.12.

Regards
2

You either need different workflow schemas for each section, or you need to use roles instead of user groups.


Using roles does make all permission checks slower because they are now highly dynamic, so you would need to make sure you have the hardware in place to cope with the additional DB load.

3

I would recommend creating multiple workflows for the various areas of the site. It's cleaner and easier conceptually for others to understand.


Another way to eliminate the number of emails spawned via a workflow process is to only push the asset being edited through workflow.



E.g. on standard pages this might mean just a single div asset as opposed to the entire standard page.

4

Thanks for the response guys, I figured the multiple workflow schemas option would be the best way to handle it. Will either implement that, or drop it back to a one step method, dependent on management preference.


Thanks again!