Workflow Email Notification Templates

All FileHold System email notification templates are stored in resource files (.resx). The email messages are sent using HTML format which allows to prepare more readable information for users. Each of template can contain replacement fields that are described below and are replaced to appropriate values during email processing.

You should be skilled with XML, HTML, and CSS coding in order to use the information in this knowledge article. FileHold professional services are available for any customer that would like changes made to their email notifications. Modifying workflow email notification templates is not covered by FileCare.

TIP: When you upgrade FileHold from one version to another you should apply any notification customizations to the newly upgraded version when the upgrade is complete otherwise the default product notifications will be used.

Notification Areas

There are several areas that have a separate notification for users. Notice that a key name of replacement field should be placed in [ ] signs and there should not be any space or white character between them, i.e. [KeyName]

Workflow Notifications

All text and templates for this area are stored in:

C:\Program Files\FileHold Systems\Application Server\LibraryManager\App_GlobalResources\WorkflowNotification.resx


There are email templates specified in the resource file. The actions for each template are listed below the template name.

  • EmailBodyAction
    • Task Assigned
    • Task Delegated
    • Task Restarted
  • EmailBodyInformationWorkflow
    • Workflow Canceled
    • Workflow Completed
    • Workflow Restarted
  • EmailBodyInformationActivity
    • Activity Completed
    • Task Canceled
    • Task Overridden
  • EmailBodyInformation
    • Task Blocked
    • Task Voided
  • EmailBodyInformationDue
    • Task Due Soon (for participant)
  • EmailBodyInformationWorkflowDue
    • Task Due Soon (for workflow initiator)
  • EmailBodyInformationDocument
    • Document Added
    • Document Removed
    • Document Checked Out
    • Document Checked In
  • EmailBodyWarning
    • Task Overdue
  • EmailSubject - template for a subject of email message
  • EmailBodyHeader - template for a header of email message
  • EmailBodyFooter - template for a footer of email message

These templates should be prepared in HTML format with CSS styles with the exception of the EmailSubject template. CSS formatting should be included inline with the HTML to ensure the formatting is presented in a uniform way in a wide variety of email clients. The following is an example taken from a table cell in the EmailBodyAction template. The CSS is bold.

<td width="25%" style="width:150px; border: solid 1px #000000; padding: 3px 3px; border-right: none;">

TIP: The resource file is an XML file, so you cannot directly insert HTML code. All HTML characters that conflict with XML formatting characters must be escaped. The code snippet above would be written as follows inside the resource file.

&lt;td width="25%" style="width:150px; border: solid 1px #000000; padding: 3px 3px; border-right: none;"&gt;


The following keys can be used in the template messages. The level describes the place in the notification where the information is valid: the overall notification or the individual action. The action level is only useful in the body of the notification. For example, a notification email can contain many action types for one or more workflows. As a result the workflow name would not be useful in the subject of the email.

Key name Description Level Samples
ActionType Name of the action that have been performed. Action Activity Completed,
Task Assigned,
Task Canceled,
Task Delegated,
Task Due Soon,
Task Initiator,
Task Overdue,
Task Overridden,
Workflow Canceled,
Workflow Completed,
Workflow With Error
DocumentName Name of a document related to the workflow. Not used  
TaskType Type of activity for the assigned task. Action Approve
Initiator Name of a user that has initiated the current workflow. Action  
AssignedDate Date when a task has been assigned to a user. Action  
DueDate Before date when a task should be performed. Action  
TaskDescription Description of a task. Action  
OnBehalfOf Name of a user on whose behalf a task is performed. Action  
Performer Name of a user who has overridden or canceled a task. Action  
CancelledDate Date when a task/workflow has been canceled. Action  
OverriddenDate Date when a task has been overridden. Action  
IsApproved Information if a task has been approved or not. Action Yes
TaskTrueUser Name of the user who did not approve the workflow when a task was performed in behalf of other user. Action  
CompletedActivitiesCount Number of activities that already have been completed in the workflow. Action  
TotalActivitiesCount Total number of activities in a workflow. Action  
InitiationDate Date when a workflow has been initiated. Action  
ApprovalStatus Text describing the approval status. Action Not Submitted For Approval,
Pending Approval,
Not Approved
WorkflowName Name of a workflow. Action The value can be defined when the workflow is initiated if the workflow template allows it.
ParticipantRole Type of a specified user role in a workflow. Action Delegated,
NumberNotification Number of task notifications that have been included in the one email message. Notification  
ActionDate Date when a task has been performed. Action  
TaskLink Link to a specified task in the system. The actual value may include links for the Web Client and or the FDA based on the system configuration. Action  
NotificationType Text describing the notification frequency. Notification Daily Summary,
Weekly Summary