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Administrator Guide
Last Updated: 2025-05-30
Set Up Workflow Notifications for Customer Invoice Emails

Set Up Workflow Notifications for Customer Invoice Emails

Configure these business processes and security policies in the Customer Accounts functional area:
  • Customer Invoice Email Event
  • Consolidated Invoice Email Event
See:
To review, approve, and email invoices to customers, you can configure the workflow notifications in the business process. You can also create segment-based security groups so that only authorized users can create or edit templates.
Workflow notifications enable you to define:
  • Email templates.
  • Times to trigger the email event.
  • Conditions and rules for emailing to suit your business needs.
  • Security groups that can access this task.
  • Email options and recipients.
  • Email or SMS messages.
  • Attachment behaviors.
  1. Access the
    Business Process Definition for Business Object
     report.
  2. On the
    Business Object
     prompt, select your organization.
  3. Click
    OK
    .
  4. On the
    Business Process Definition
     column, select
    Customer Invoice Email Event
    .
  5. On the
    Notifications
     tab, select
    Business Process
    Edit Notification
     from the related actions menu on the
    Notification
     column in the
    Custom Notifications
     grid.
    If you don't see this option, create a new custom notification by selecting
    Business Process
    Add Notification
     from the related actions menu of the business process definition.
  6. Click
    OK
    .
  7. Complete the
    Edit Workflow Notification
     task:
    Option Description
    Override Email Template
    Select the custom invoice email template that defines the appearance and content of your email.
    Triggers
    Select the business process status or the time to launch the event.
    Conditions and Rules
    You can configure rules to determine whether or when Workday should send the notification.
    Repeat On
    Workday automatically sets this prompt to
    Customer Invoices to Be Emailed
    .
    In some cases, Workday prevents you from emailing your invoices when you have:
    • More than 1 customer in the print run group.
    • An invalid repeat-on configuration.
    Repeat On Conditions and Rules
    You can configure conditions to filter the related instances for external fields, only sending notifications for the filtered instances.
    Example: You print customer invoices for a company hierarchy for Global Modern Service (GMS) North America. You need to use multiple custom email configurations for companies under the hierarchy, such as GMS US East, GMS US West, GMS Canada, and GMS Mexico. You modify the
    Customer Invoice Email Event
     business process definition for the North America company hierarchy to create custom notifications with the repeat on condition rule based on a company in the print run and the email configuration based on the company email preferences. You then use an appropriate email configuration for the
    From Mailbox
    ,
    From Display Name
    , and
    Reply To
     in the print run.
    Recipients
    Select 1 or more
    Recipients
     to send the emails to. You can specify additional emails in the
    Email Addresses
     section.
    Workday sends emails to the bill-to contacts you define on the customer profile, and to any email addresses you enter here.
    Groups
    Select 1 or more security groups that can execute this task.
    Email Option
    Select:
    • Default
       to send emails to both home and work email addresses for a billing contact.
    • First Work, then Home
       to first send a notification to the work email address. If you don't set any work email address but have at least 1 home email address, Workday sends the notification to the home email address.
    • Home Only
       to send 1 notification only to the home email address. If you haven't defined a home email address, Workday doesn't send the notification. When you have more than 1 home email addresses, Workday sends the email to the primary home email address.
    • Work Only
       to send 1 notification only to the work email address. If you haven't defined a work email address, Workday doesn't send the notification. When you have more than 1 work email, Workday sends the email to the primary work email address.
  8. Complete the
    Attachment(s)
     section of the task:
    Attachment Option
    Attachment Flag Specified on an Invoice
    Result
    Attachments Linked to Invoice
    N/A
    Workday includes all attachments associated with the customer invoice in the email and ignores the attachment flag you specify on the invoice.
    Select this option if you generate your invoices using third-party software.
    Attachments Not Provided To Customers
    N/A
    Workday doesn't provide any direct or referenced attachments to customers.
    PDF for Printing Run Business Process Notifications
    • Provide to Customer
       is
      True
    • Print with Invoice
       is
      True
    Includes all attachments in the PDF file when you print the invoice.
    Attachments provided To Customers But Not Included In Printing Run
    and
    PDF for Printing Run Business Process Notifications
    • Provide to Customer
       is
      True
    • Print with Invoice
       is
      False
    Prints all the invoices in 1 PDF file and includes all attachments separately in the email notification for each invoice.
    Attachments Not Provided To Customers
    and
    PDF for Printing Run Business Process Notifications
    • Provide to Customer
       is
      True
    • Print with Invoice
       is
      True
    • Print with Invoice
       is
      False
    Prints an invoice and includes only those attachments in the resulting pdf that have the
    Print with Invoice
     flag on.
    Workday sends the attachments that don't have the flag on separately in the email notification.
    Attachments Not Provided To Customers
    and
    PDF for Printing Run Business Process Notifications
    • Provide to Customer
       is
      False
    • Print with Invoice
       is
      False
    Prints all invoices in 1 PDF file and includes attachments flagged for internal purposes separately in the email notification.
    The attachment output depends on the flag that you specify while adding an attachment to an invoice.
  9. Click
    OK
    .