If a Form Template contains any element of validation, Super Administrators can choose who should receive an email notifying them if the Form is withdrawn or rejected.
Navigate to the Workflow tab of the Form Template - the Template must be in DRAFT mode.
Scroll down to the bottom of the workflow stages to the 'Form Rejection/Withdrawal Email Recipients' box.
Click the plus icon. A popup will open. In the dropdown menu, choose the recipients of the email. This could be Assignee, Line Manager, Manager's Manager, Specific User, Specific User Group, or any System Roles that you have created and made available for reporting lines
You can select more than one recipient to be notified. When you have added all recipients, they will be listed in the popup window.
When you have added all recipients, click Ok.
The selected recipients will be notified via email at the point the Form Activity is withdrawn or rejected.
If you want to change the recipients you will need to create a new version of the template. Our guide Create a new version of a Form Template explains how to do this. Once you have created a new version of the template, amended the recipients of the email and published the updated template, Users on any old versions of the template will automatically have the recipients updated. This means you don't have to roll out the new version of the form to Users.
The previous version of the form template will display the following message: