Configure approval workflows notifications

There are a number of notifications that can be triggered for approval workflows. These notifications are part of Totara's centralised notification system, meaning they can be configured at the site level (via Quick-access menu > Notifications) or for an individual workflow.

Create a notification

To create a new notification for an approval workflows trigger event, follow these steps:

1. Navigate to the workflow dashboard (/mod/approval/workflow/index.php).
2. Select the workflow and the stage for which you wish to configure notifications.
3. In the left-hand panel, select Notifications.
4. Click a notification trigger to see the notifications related to that event.
5. Click the icon of three dots () next to the event for which you want to add a notification, then click Create notification.
6. Give the notification a Name.
7. Select all users you want to receive the notification using the Recipient checkboxes.
8. For the Schedule setting, decide if you want the notification to be sent when the trigger happens, a number of days after it happens, or for some events (e.g. due dates), a number of days before it happens.
9. Tick the Forced checkboxes for any Delivery channels which users should not be able to disable.
10. Enter the Subject line and the Body notification content.
11. Use the Status checkbox to determine whether your new notification is enabled or not.
12. Click Save.

Edit a notification

To access the notifications for a specific workflow, follow these steps:

1. Navigate to the workflow dashboard (/mod/approval/workflow/index.php).
2. Select the workflow and the stage for which you wish to configure notifications. 
3. In the left-hand panel, select Notifications.
4. Click a notification trigger to see the notifications related to that event.
5. You can disable notifications individually using the toggle buttons, or you can disable the whole trigger. However, note that if a trigger is disabled at the system level, it won't ever be shown in lower contexts (e.g. for individual approval workflows).
6. Click the icon of three dots () next to the notification, then select Edit.
7. Complete the settings and add your notification content.
8. Click Save.