---
title: "Set up notification"
slug: "set-up-notification"
description: "Set up effective Data Entry Workflow notifications for escalation, approval, and rejection to ensure timely task completion and communication."
tags: ["Task", "Data Entry Wokflow", "DEW"]
updated: 2026-09-23T08:28:37Z
published: 2026-09-23T08:28:37Z
canonical: "docs.staedean.com/set-up-notification"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.staedean.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Set up notification

For each data entry workflow template step, you can set up several types of notifications:

- **Escalation notification**: To ensure timely completion of data entry workflow tasks, assignees can be notified when a task remains incomplete beyond a set time.
- **Approval notification**: Assignees of previous data entry tasks can be notified when the data is approved.
- **Rejection notification**: Assignees of previous data entry tasks can be notified when the data is rejected.
- **Change request notification**: The users who must correct the data can be notified when an approver raises a change request.

The notifications are sent by email.

You can set up:

- An escalation notification for each step type.
- Approval, rejection, or change request notifications only for approval steps.

## Steps

1. Go to **Data entry workflow** > **Design** > **Data entry workflow templates**.
2. In the list, click the link of the desired data entry workflow template.
3. Click **Edit**.
4. In the **Workflow diagram** section, select the desired step.

> [!NOTE]
> **Note**
> 
> - Make sure the **Steps** section is in edit mode.
> - You can also select the desired step in the **Steps** section, in the tree.
5. In the **Steps** section, click the **Notification** tab.
6. Sub-task: Set up escalation notification.
  1. Define the time unit in which the escalation notification trigger length is expressed.

In the **Time unit** field, select an option.
  2. Define the escalation notification trigger length.

Example:

The trigger is set to 2 hours. As a result, if the task is not completed in 2 hours after it is created, a notification email is sent.

In the **Time length** field, enter a number.
  3. You can configure the escalation notification to be resent if the task remains incomplete after the defined time period. The notification continues to be resent at each interval until the task is completed.

Example:

If the notification trigger is set to 2 hours, the first notification is sent after 2 hours. If the task is still not completed, the notification is resent every 2 hours.

Select **Yes** in the **Resend email** field.
  4. You can limit how many times the escalation notification is resent if the task remains incomplete.

In the **Number of attempts** field, enter a number.
  5. Define the email template for the escalation notification.

You can define your email templates in **System administration** > **Setup** > **Email** > **System email templates**.

In the **Notification email template** field, enter or select a value.
  6. By default, the escalation notification is sent to the user, team, or role assigned to the task. You can also define additional users to receive the notification. These users are added to the notification email CC.

Click **Escalation user**.
  7. Click **New**.
  8. In the **User ID** field, enter or select a value.
  9. Close the page.
7. Set up change request notification.

Define the email template for the change request notification.

You can define your email templates in **System administration** > **Setup** > **Email** > **System email templates**.

In the **Change request notification** section, in the **Notification email template** field, enter or select a value.

> [!NOTE]
> **Note**
> 
> Unlike the approval and rejection notifications, you don’t select a step or recipients for the change request notification. The step and the assignees are determined by the **Change request assignment** and **Route change request to latest editable step** settings of the approval step. For more information, see [Create workflow template step - Approval](/data-management/docs/create-workflow-template-step-approval).
8. Sub-task: Set up approval notification.
  1. Define the email template for the approval notification.

You can define your email templates in **System administration** > **Setup** > **Email** > **System email templates**.

In the **Approval notification** section, in the **Notification email template** field, enter or select a value.
  2. Click **Add**.
  3. Select a previous data entry workflow step. The approval notification is sent either to the submitter or to all assignees of that step.

In the **Step name** field, enter or select a value.
  4. You can activate or deactivate the approval notification setup for a data entry step.

Select the **Enable** check box.
  5. If this check box is selected, the approval notification is sent only to the assignee who submitted the workflow task.

Select the **Send to submitter** check box.
  6. If this check box is selected, the approval notification is sent to all assignees of the workflow task.

Select the **Send to assignee** check box.
9. Sub-task: Set up rejection notification.
  1. Define the email template for the rejection notification.

You can define your email templates in **System administration** > **Setup** > **Email** > **System email templates**.

In the **Rejection notification** section, in the **Notification email template** field, enter or select a value.
  2. Click **Add**.
  3. Select a previous data entry workflow step. The rejection notification is sent either to the submitter or to all assignees of that step.

In the **Step name** field, enter or select a value.
  4. You can activate or deactivate the rejection notification setup for a data entry step.

Select the **Enable email** check box.
  5. If this check box is selected, the rejection notification is sent only to the assignee who submitted the workflow task.

Select the **Send to submitter** check box.
  6. If this check box is selected, the rejection notification is sent to all assignees of the workflow task.

Select the **Send to assignee** check box.

> [!NOTE]
> **Notes**
> 
> - Email notifications are sent only to assignees who have access to the legal entity where the workflow task is created.
> - A step can be assigned to a role or user group. In this case, email notifications are sent only to members who have access to the legal entity where the workflow is created.
> - If no user has access to the legal entity, an error or warning is logged in the workflow history.

## Placeholders

Placeholders let you insert system data into the body of a notification email.

You define the notification body in an HTML file. You upload this file when you set the notification email template in **System administration** > **Setup** > **Email** > **System email templates**.

To add a placeholder to the HTML file, enclose the placeholder name between percent signs. For example, `%WorkflowId%` inserts the workflow ID.

The following placeholders are available:

| Placeholder | Description |
| --- | --- |
| `%WorkflowId%` | The unique ID of the data entry workflow. |
| `%TemplateName%` | The name of the data entry workflow template. |
| `%StepName%` | The name of the data entry workflow task that triggered the notification. |
| `%StepDescription%` | The description of the data entry workflow task that triggered the notification. |
| `%StepCreatedDateTime%` | The date and time when the data entry workflow task was created. |
| `%TitleFields%` | The fields that identify the record in the data entry workflow. |
| `%WorkspaceURL%` | The URL to the workflow workspace. |
| `%StepDuration%` | The time the data entry workflow task has been active. |
| `%EscalationNumber%` | The number of the escalation attempt. |
| `%ApprovedStepName%` | The name of the approved data entry workflow task |
| `%RejectedStepName%` | The name of the rejected data entry workflow task |
| `%ChangeRequestInitiator%` | The user who raised the change request. |
| `%RejectionComments%` | The comments entered when the data is rejected in an approval workflow task |
| `%ChangeRequestComments%` | The comments entered with the change request. |