Notifications — Complete Setup (Email · Events · All Fields)

Table: sysevent_email_action (Notification)
Scope: HR Leave (x_786686_hr_leave)

Fixes common mistakes:
- Table = HR Employee on notification form → wrong — must be Leave Request (x_786686_hr_leave_req_v2)
- Event not registered → notification never sends
- BR2/BR4 not active → event never queued
- PDI email not configured → notification runs but no mail
- Users/Groups in fields empty → no recipient

الأسلوب: عربية + إنجليزية تكمّلان بعضهما — بدون ترجمة حرفية لأسماء الشاشات.

Architecture (how it works)

Leave Request state change
 │
 ├─ submitted → BR2 → gs.eventQueue('...submitted') → Notification 1 → u_approver_user
 ├─ approved → BR4 → gs.eventQueue('...approved') → Notification 2 → u_requested_for_user
 └─ rejected → BR4 → gs.eventQueue('...rejected') → Notification 3 → u_requested_for_user

Phase 0 — Application scope (DO THIS FIRST)

Create notifications while HR Leave application is selected — not Global. — اختر تطبيق HR Leave من قائمة التطبيقات قبل New على الإشعار.

1. Top-right Application picker → HR Leave.
2. Verify notification Application field = HR Leave after save.

Phase 1 — Prerequisites (before Notification New)

1.1 Register events (mandatory)

Navigate: All > System Policy > Events > Registry → New (×3) — Open direct

بدون تسجيل الحدث في Registry، حقل Event name في الإشعار لن يجد الحدث أو لن يرسل.

Direct list: sysevent.list → filter Name contains leave_v2

1.2 Business rules that queue events

Navigate: All > System Definition > Business Rules → verify Active = true. — Open direct

BR2 condition (in script): current.u_state.changesTo(‘submitted’)

BR4 condition (in script): changesTo(‘approved’) or changesTo(‘rejected’)

1.3 Users must have email

Navigate: All > User Administration > Users — Open direct

BR1 must set u_approver_user from employee manager before submit — see approval_flow.md.

1.4 PDI / instance email (or notifications “succeed” with no inbox)

Navigate: All > System Properties > Email Properties — Open direct

على PDI قد تحتاج Email Diagnostics أو صندوق وارد داخلي — راجع System Mailboxes.

Phase 2 — Open Notification form

Navigate: All > System Notification > Email > Notifications → New — Open direct

Direct: sysevent_email_action.do?sys_id=-1

Alternative paths (same table):

Phase 3 — Header fields (top of form — all 3 notifications)

Fill before tabs. These apply to every notification record.

Critical fix from your screenshot
Your form showed Table = HR Employee — change to Leave Request (x_786686_hr_leave_req_v2).
Events and fields (u_number, u_approver_user) are on the leave request table, not employee.

جدول الإشعار = جدول طلب الإجازة وليس جدول الموظف.

Advanced view (optional — click Advanced view at bottom)

Phase 4 — Tab: When to send

This matches your screenshot (Event is fired + event name).

4.1 Notification 1 — Leave Submitted

Optional condition (only notify when approver exists):

current.u_approver_user != ''

Or condition builder: Approver is not empty

4.2 Notification 2 — Leave Approved

4.3 Notification 3 — Leave Rejected

Send when — other options (not used in this app)

Phase 5 — Tab: Who will receive

This matches your screenshot (Users / Groups / Users-Groups in fields).

5.1 Notification 1 — to approver

Steps in UI:

1. In Users/Groups in fields, click the magnifier (reference).
2. Table is already Leave Request — pick field u_approver_user (label may show Approver).
3. Do not pick u_requested_for_user here — that is the employee, not the manager. — المستلم = حقل u_approver_user (المدير المعتمد).

5.2 Notification 2 & 3 — to requester

Recipient options (A / B / C)

Option C example (notify approver + HR admin):

// Recipients script (Advanced) — optional
var recipients = [];
if (current.u_approver_user)
 recipients.push(current.u_approver_user.toString());
// add hr admin group member if needed
return recipients;

Phase 6 — Tab: What it will contain

This matches your screenshot (Email template, Subject, Message HTML, Select variables).

6.1 Email template field

Blue info banner on form:
When using an Email Template, Subject and Message are picked from template unless specified here.

6.2 Notification 1 — Submitted (full content)

Message HTML (paste in editor, or use Select variables → Fields):

<p>Hi,</p>
<p>A leave request <strong>${u_number}</strong> was submitted and needs your approval.</p>
<ul>
 <li><strong>Requested for:</strong> ${u_requested_for_user}</li>
 <li><strong>Type:</strong> ${u_leave_type}</li>
 <li><strong>Dates:</strong> ${u_start_date} to ${u_end_date}</li>
 <li><strong>Days:</strong> ${u_days_count}</li>
 <li><strong>Reason:</strong> ${u_reason}</li>
</ul>
<p><a href="${URI_REF}">Open leave request</a></p>

Select variables sidebar (insert these):

6.3 Notification 2 — Approved

<p>Hi ${u_requested_for_user},</p>
<p>Your leave request <strong>${u_number}</strong> has been <strong>approved</strong>.</p>
<p><strong>Type:</strong> ${u_leave_type}<br/>
<strong>From:</strong> ${u_start_date} <strong>To:</strong> ${u_end_date}<br/>
<strong>Days:</strong> ${u_days_count}</p>
<p><a href="${URI_REF}">View request</a></p>

6.4 Notification 3 — Rejected

<p>Hi ${u_requested_for_user},</p>
<p>Your leave request <strong>${u_number}</strong> was <strong>rejected</strong>.</p>
<p>Please contact your manager or HR if you have questions.</p>
<p><a href="${URI_REF}">View request</a></p>

Message type options

Phase 7 — Submit and verify

1. Click Submit (top-right or bottom).
2. Repeat Phases 3–6 for all 3 notifications.
3. Open list: sysevent_email_action.list → filter Application = HR Leave → expect 3 active rows.

Phase 8 — End-to-end test

8.1 Test submitted → approver email

8.2 Test approved → requester email

8.3 Test rejected

Same as 8.2 but Reject → event leave_v2.rejected → email to requester.

8.4 Script to confirm events (Background Scripts)

var e = new GlideRecord('sysevent');
e.addQuery('name', 'x_786686_hr_leave.leave_v2.submitted');
e.orderByDesc('sys_created_on');
e.setLimit(5);
e.query();
while (e.next())
 gs.info(e.name + ' parm1=' + e.parm1 + ' parm2=' + e.parm2 + ' created=' + e.sys_created_on);

Phase 9 — Troubleshooting

Options & alternatives

Flow alternative (skip BR4 for approved/rejected):

After Update Record in Flow, add Run Script:

gs.eventQueue('x_786686_hr_leave.leave_v2.approved', fd_data.trigger_record,
 fd_data.trigger_record.u_requested_for_user, fd_data.trigger_record.u_number);

Checklist — copy before go-live

• [ ] Application = HR Leave (not Global)
• [ ] 3 events in Event Registry on table x_786686_hr_leave_req_v2
• [ ] BR2 active (submitted)
• [ ] BR4 active (approved / rejected)
• [ ] 3 notifications — Table = Leave Request (not Employee)
• [ ] When to send = Event is fired + correct event name each
• [ ] Who will receive = u_approver_user / u_requested_for_user
• [ ] Subject + Message HTML filled (or template)
• [ ] Requester + approver users have email
• [ ] Flow approval updates u_state to approved/rejected
• [ ] E2E test: submit → approve → reject
• [ ] Update Set captures notification records

Related files