Automate Email on Workflow Status Change

Hello, 

We have a request form, which is being used for hiring staff. It follows a workflow and our HR department shortlists candidates using the workflow status dropdown list. We want to inform un-successful candidates (i.e. not short-listed) via email automatically as soon as not-shortlisted status is selected from the workflow status. So is this possible to automate this process? 

Thanks,

Sajid

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Wrike's automation engine does not have a way to generate an email to an external party automatically. (Email can be sent to people following the task, depending on the automation action and their own notification settings, but I don't think that addresses your issue.)

The only way I can think to do this is by using a secondary service that is subscribed to a Wrike webhook and is capable of analyzing tasks to determine of the conditions are correct to send the email to the unsuccessful applicant. (The secondary service must also generate the email, of course).

Whether or not this is more efficient/cost-effective than creating and assigning a "send rejection email" task is up to you...

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Hi! Thanks for your kind response. Can you please explain a bit more on using a secondary service with Wrike web-hook - i.e. which web-hook and secondary service work for my use-case. I want a solution, so kindly help me.  

Best regards  

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Cansu

Hello Sajid Yousaf, our Support team is in touch with you via email in relation to your question here. Please let me know if I can help you with anything else🙋🏻‍♀️

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Hi everyone, opening this old thread to see if anything has changed about the original question? 

Is it possible to send an automated email to external party based on the task status change? 

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Cansu

Hi Daniel Czyzak, welcome to the Community and thank you for bumping this thread. 

Please allow me to share a little detail on how we process Product Feedback. We receive many great ideas on Community, and we pass on all feedback to our Product team. If you'd like to find out more, this article explains what happens after we receive Product feedback. 

We check with our team and assign a status after a thread receives more than 60 upvotes according to our Product Feedback Guidelines & Statuses. This suggestion at the moment needs more support. In the meantime, if there are any updates in relation to this suggestion, we'll be sure to update you here. Please let me know if you have any questions.

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Hi everyone! opening this old thread to see if anything has changed about the original question? 

Is it possible to send an automated email to external party based on the task status change? Or Is there a way we could automate a message on Wrike to let the external party knows? 

This could also be very useful, especially if we want to send a survey for user experience when a task is complete. 

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Hi Yulanda Huang welcome to the Community! At the moment there is no option to automatically send an email to a non-Wrike user, however, there are two features that could be useful in this case.
 
In the first place, the Email Communication With External Requesters feature allows you to send emails to people outside of your Wrike account directly from tasks.
 
Secondly, with automation rules you can create a rule based on a change of status that will trigger a @metion to one user of your preference.
  
 
This way, the designated user (possibly an HR representative) could copy-paste the automatically generated text in the rule and send the email directly from the task. Would this be an option for you?
Please let us know if you have any questions 🙂
 
Also, I'd like to mention that you can check our New to Community forum to discover all the resources you can find in our Community!
 

Juan Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Juan Wrike Team member Become a Wrike expert with Wrike Discover

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I'd like to add another use case to this thread: 

I'd like an automated email to be sent to a specific email address when status changes to a specific status.  It seems like there could be an automation where the action is to send an email to XYZ email address that is input by the person creating the automation. 

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Thank you for sharing your use case Anna Schild, we'll make our team aware of it! 

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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Juan for the automation rules, can you apply the notification to internal user, seen in your screenshot, to a specific workflow and within that workflow to multiple statuses? 

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Hi Brittany Shuler, welcome to the forums 👋

Yes, you can choose workflows when setting up the rule and then chose multiple statuses by clicking on the checkboxes next to them:

I hope this helps 🙂

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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