Introduction

In SCView, the Workflow Summary email function serves as a crucial communication tool for approvers, summarizing pending items that need their attention. This automated system ensures that approvers are promptly informed about tasks awaiting their action, thereby optimizing workflow continuity and efficiency.


A. Problem Statement

Effective workflow management in SCView depends strongly on timely notifications. A significant challenge arises when approvers do not receive these summary emails, which can occur if certain conditions are not met — these include the approver's status, scheduling settings for the workflow summary, and the actual presence of items requiring approval at the time of email generation.


B. Solution

To mitigate issues related to the non-receipt of summary emails by approvers, it is essential to ensure that all prerequisites are thoroughly checked and maintained. This includes confirming the approver’s status, correctly setting the summary schedule within the workflow settings, and having a clear understanding of the system's operations to ensure emails are generated when due.


Within SCView there is a Workflow Summary email that is sent out on a fixed schedule to any approver that has items to approve. It is important to understand this email will only go out if the following criteria are met:

  • The user is an approver for the queue
  • There is a Summary Schedule set for the Workflow
  • There are items requiring approval when the email is generated

If any of these items are not true and email will not go to the approver.


To verify the user is an approver, please see Add Approver to Queue guide.


To set the Summary schedule follow these steps:

  1. Login to SCView
  2. Navigate to Admin > Workflows
  3. Select the Workflow you would like to add to the Workflow Summary emails
  4. Click Edit Workflow
  5. Select the times you would like emails to be sent in the Summary Schedule section
  6. Click Save


Modifying the Email


You have the ability to modify the logo and color of the Workflow Summary emails to better match your district. You will find these options under Admin > Site Settings > General.


You can enter the following information under Organization:

  • Name: The name you would like to show on the emails
  • Primary Phone: Your Primary Phone Number
  • Primary Website: The URL for your website


Under the Email Template section you have the following options:

  • CSS Block: This allows you to enter custom CSS code into the email 
  • Highlight Color: The color used in your emails. You can generate a color code here
    • You will enter the # of the color you would like to use, ex: #459C42
  • Logo Page ID: This will replace the SCView Logo with your own.
    • The logo should be 150px by 150px
    • Please provide the logo to support@scview.com so they can upload the image and retrieve the Page ID


C. Best Practices

  1. Regularly Verify Approver Roles: Ensure all necessary users are designated as approvers for each relevant queue as outlined in the 'Add Approver to Queue' guide.
  2. Set and Review Summary Schedules: Regularly check and configure the summary schedule settings in the workflow to align with the desired timing of email notifications.
  3. Customize Email Templates: Utilize the customization options available under Admin > Site Settings > General to modify the logo and color scheme of the Workflow Summary emails, thereby maintaining consistency with your district's branding.
  4. Communicate with IT Support: For issues related to logo uploads or any specific customizations, maintain open lines of communication with SCView support.


D. Troubleshooting

  • Summary Emails Not Received: Check if the approver role is appropriately assigned, ensure that summary schedules are correctly set, and verify that there are items pending approval at the time of email generation.
  • Customization Issues: If changes to the email template do not reflect correctly, confirm the CSS and logo Page ID inputs are accurately entered and supported by the system.
  • Technical Difficulties: For persistent issues, contacting SCView’s technical support can provide solutions and additional guidance.


E. Related Articles

Workflow: Overview 

Workflow Rules: Allow Attachments to Requeue on Submit


Conclusion

The Workflow Summary email function in SCView is a pivotal feature facilitating efficient document approval processes. By adhering to best practices, ensuring all system settings are correctly configured, and addressing any issues through effective troubleshooting, organizations can leverage this tool to enhance workflow management and maintain high productivity levels among approvers. This proactive approach ensures that workflow interruptions are minimized, thereby sustaining operational momentum and organizational efficacy.