Set up automation workflow notifications

This article describes how an App admin or Productiv Super Admin can set up notifications about automation workflow outcomes, for subscribed users. 

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An automation workflow can include a step to notify affected users that their license is scheduled to change, allowing them to take action before the change. After a defined waiting period, Productiv only acts on users who still match a provisioning workflow rule.

Before you can define notifications for a specific workflow, you’ll need to enable all user notifications for all apps.

Notifications are defined when creating or editing a provisioning rule on the app Automation page. There are two opportunities to send users notifications:

• Before the provisioning event, with the additional option to allow them to opt out
• After the provisioning event happens

You can choose to turn on one or both to suit your business needs. For example, if you are the “ask for forgiveness” type, only turn on the notification to inform users that their license has changed. On the other hand, if you want to play it extra safe, notify users before provisioning, giving them a long time to respond AND opt out, before the provisioning event occurs. If they use the product during this wait period, they will no longer match the activity rule, so they will not be subject to license changes.

To set user notifications:

1. Add or open the workflow rule and select Add rule and save workflow to continue.
2. Check the Send email to users box.
3. Select the Wait time from the drop down. Productiv will not take action on these licenses during the wait time. If the users no longer match the criteria at the end of the wait time, their licenses will not be changed.
4. Check the Allow users to opt out of downgrades and deprovisions box to allow users to prevent their licenses from being changed with this workflow.
5. Select Preview email to see the notification email that comes from Productiv.
6. Select Add rule and save workflow to finish adding or changing the provisioning workflow rule.

The next step is to test or schedule the automation workflow.