Task List notifications
A Formis Task List widget sends email at four moments: when items are issued to their assignees, when an item is marked Ready for review, when an item is reopened, and when every item is finished. Assignees get one digest listing their own items rather than an email per item. Some of these are settings you can turn on or off per form.
What sends an email
| Sent when | Sent to | Can it be turned off? | |
|---|---|---|---|
| Digest | The workflow reaches its email step | Each assignee, listing only their own items | Yes, it's a step in the form's workflow |
| Ready for review | An item is marked Ready for review | The form's configured reviewer (the submission's creator by default) | Yes, a Task List setting |
| Reopen | An item is reopened | That item's assignee only, with the reason | No, it always sends |
| Completion | Every item on the submission is finished (voided items don't count) | The submission's owner | Yes, a Task List setting |
How our starter templates are configured
Formis starter templates (Punch list, Safety observation, Action items) are ready-made forms built from the same Task List widget you can add to any form. Each one ships with its settings already chosen so you can use it right away. None of it is fixed: you can change any of these settings in the form designer, on a starter template or on your own form. The digest is part of each template's workflow, and the other emails are Task List settings.
| Punch list | Safety observation | Action items | |
|---|---|---|---|
| Digest | After submit, at the "Issue to field" step | After submit, at the "Issue to field" step | On submit |
| Ready for review | On | On | Not used (no Ready for review status) |
| Reopen | Always | Always | Always |
| Completion | On | On | Off |
What does not send an email
- Assigning or reassigning a single item. Assignment changes are recorded in the item's activity history. Assignees hear about their items through the digest when the workflow reaches its email step.
- A due date passing. Overdue items are highlighted in the list, but no email is sent.
If your team relies on due dates, check the list or the task board regularly for highlighted overdue items.
Where each setting lives
- Digest: in the workflow designer, as an Email step set to send a digest of the Task List's items. Move it, remove it, or add another.
- Ready for review and Completion: in the form designer, in the Task List widget's settings.
- Reopen: always on, no setting.
See Configure routing and approvals for working with workflow steps.
Common questions
Why didn't I get an email when I was assigned an item? Assignment alone doesn't send an email. You'll get a digest of your items when the submission's workflow reaches its email step, usually right after it's submitted.
Do I get one email per item? No. The digest lists all of your items on that submission in one email.
Will I be reminded when an item is overdue? No email is sent for overdue items. They're highlighted in the list.
Who gets told when an item is reopened? Only that item's assignee, with the reason included.