In Mavim, a Portal can have multiple administrators, but only one email address can be assigned as the Portal owner. If you want all administrators (or a group of users) to receive a change request automatically, you can achieve this using a Flow.
Two options are available:
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Create follow-up tasks for multiple people.
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Send an email notification to multiple people.
Option 1: Create follow-up tasks for a group
If you want several users to actively respond to a change request, you can assign them each a follow-up task.
Example setup:
When users with role CONTRIBUTOR submit form IMPROVEMENT PROPOSAL on ANY TOPIC do create FOLLOW-UP TASK from group ROBIN DEMO to give feedback on THE INPUT TOPIC. Use motivation "....", due date in 7 day(s) and requested by Jan
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Trigger: When users with the role Contributor submit the form Improvement proposal on any topic.
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Action: Create a follow-up task for users in the group Robin demo to provide feedback on the input topic.
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Motivation: “Please review and provide input.”
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Due date: 7 days from the request date.
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Requested by: Jan.
In this example, all 6 members of the Robin demo group receive their own task. Each user can complete their assigned task individually.
Option 2: Send an email notification to a group
If you prefer to simply inform multiple administrators rather than assign tasks, you can send an email to all members of a group.
Example setup:
When users with role CONTRIBUTOR submit form IMPROVEMENT PROPOSAL on ANY TOPIC do send mail to users from group ROBIN DEMO with subject "....", and body "....".
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Trigger: When users with the role Contributor submit the form Improvement proposal on any topic.
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Action: Send an email to users from the group Robin demo.
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Subject: “New improvement proposal submitted.”
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Body: Include relevant details such as topic, submitter, and a link to the item.
All 6 members of the Robin demo group receive the email. They can then review the feedback in the Input section of the Portal and directly update the status using a label. This helps avoid duplicate follow-ups, since everyone can see when a response has already been provided.
Notes and prerequisites
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Only one Portal owner can be set in Mavim.
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Flows must be configured with appropriate triggers and actions.
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Group email notifications depend on the membership setup in Mavim.
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Administrator access is required to create or edit flows.
Learn more
Watch the instructional video on Flows for a detailed walkthrough of creating and managing automated actions in Mavim.
