Notification Workflows in PublishPress

PublishPress Notifications keep you and your team up to date on changes to important content.

You can configure the notifications creating Workflows. These workflows allow to controlling when notifications are sent, who receives them, and what details will be in the notifications.

You can have multiple workflows set up for different combinations of events, content types, categories and more. And using the Slack Integration for PublishPress you won’t limit users to email notifications only.

Default Notification Workflows

You can add as many workflows as you like.

To introduce you to the power of notifications, PublishPress installs with two workflows:

  1. Notify when posts are saved: this sends an email to Site Administrators whenever content is saved.
  2. Notify on editorial comments: this sends an email to Site Administrators whenever an editorial comment is added.

This next image shows you an example of an email sent from the default “Notify when posts are saved” notification:

The Notification Workflow Screen

This image below shows the main screen for notification workflows. Scroll down for an explanation of each area of the screen:

When To Notify?

This area allows to choose when four ways in which the workflow will be activated.

  • Editorial comments and / or content is saved
  • Post type
  • Category
  • When the status is changed

For example, in the following image, notifications will be triggered when a post in the category “Blog” is saved, no matter whether the status changes or not.

In this next image, notifications will be triggered when a Page in any category is saved, if the status changes from “Pitch” to “Assigned”.

You can select one or more events which will trigger the workflow. To select more than one, you can press the key CTRL while click on the options to select or unselect them.

Who To Notify?

There are two ways that you can receive notifications from PublishPress:

  1. Following the content
  2. Being selected in the workflow

This image shows the area of the screen when you select users to be notified:

Here are explanations for these options:

  • Site Administrator: This is not an individual user. This refers to the email address entered in the “General Settings” area of WordPress. Because this is an email address, the notifications are always sent by email.
  • Authors of the content: Notifies the users who are set as the authors of the content. Using the Multiple Authors for PublishPress add-on you can select multiple authors and all will receive the notification.
  • Users: You can select multiple users, searching for them by name or filtering only the selected ones. Only users with the minimum role of “Collaborator” will be available on the users list.
  • User Groups: You can select multiple PublishPress user groups, searching them by name or filtering only the selected ones. Currently only PublishPress user groups are available, but we plan to expand this to all WordPress user groups very soon.

What To Say?

This area allows to control the content of the notifications. The content sent in the notifications can easily be customized. The notifications support HTML for email and plain-text for Slack notifications.

You can add dynamic information to the Subject or Body text using shortcodes following the format:

[shortcode field]

To display multiple fields in a shortcode, you can list them separated by space, and optionally, specify a separator. The default separator is “, “.

[shortcode field2 field3 separator=" - "]

Here’s an overview of the available shortcodes:

Content
[psppno_post]

Available fields: id, title, permalink

User making changes or comments
[psppno_actor]

Available fields: id, login, url, display_name, email

Workflow
[psppno_workflow]

Available fields: id, title

Editorial Comment
[psppno_edcomment]

Available fields: id, content, author, author_email, author_url, author_ip, date

Where To Notify?

Each user can decide where to receive the notification, or even mute the workflow. By default, the notifications are sent by email. But you can extend that using add-ons like Slack for PublishPress.

That can be configured in the user’s profile:

in PublishPress

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