Configuring Workspace Notifications for WXP Workflows

Introduction

The Workspace notifications feature in HP Workforce Experience Platform (WXP) allows IT administrators to send workflow status updates from the Workflows feature in WXP to selected Microsoft Teams or Slack channels.

Notifications can be configured when a workflow is published or managed later from the workflow details page. Notification timing and available settings differ depending on whether the workflow uses an alert-based or schedule-based trigger.

Important: Workspace notifications are supported only if at least one Microsoft Teams or Slack connector is configured and connected.

Prerequisites

Before you begin, ensure that the following requirements are met.

Workspace notification configuration involves two administrative roles.

If a required workspace application or channel is not available, contact a Connector Admin.

Connector Setup Order

The required setup sequence differs for Microsoft Teams and Slack.

Microsoft Teams: On the Integrations page, complete the following steps:

1. Configure Microsoft Teams.

2. Connect Microsoft Teams.

Slack: On the Integrations page, complete the following steps:

1. Connect Slack.

2. Configure Slack.

A connector must be configured and connected before its channels can be selected for workflow notifications.

Configuring Workspace Notifications

This section provides guidance to configure the notifications for WXP Workflow.

Enabling Notifications When Publishing a Workflow

1. After you resolve all workflow validation errors, click Publish. In the publishing dialog box, turn on Workspace notifications. 

   

   For the detailed information about publishing a workflow, see Automating Workflows in WXP.

   1. When no connectors are available: If neither Microsoft Teams nor Slack is configured and connected, WXP displays a message that explains that workspace notifications cannot be configured. Contact a Connector Admin to complete the connector setup.

   2. When one or more connectors are available: If at least one connector is configured and connected, the Channels section displays the following information:

      1. Microsoft Teams, if Microsoft Teams is available

      2. Slack, if Slack is available

      3. Both applications, if both are available

      4. The channels associated with each available connector

   The notification dialog box remains available even if only one of the two connectors is configured.

2. Use the Channel dropdown to select either Microsoft Teams or Slack, or both. Select at least one channel from the available applications.

Note: When no channel is selected, you will see the following message:

Select at least one channel.

For additional information, review the  tooltips next to the workspace application, channel, and frequency settings.

Note: Select the trash icon next to a channel to remove the channel from the workflow notification audience.

Removing a channel from the notification dialog box does not remove the channel's WXP connector association. It only prevents this workflow from sending notifications to that channel.

Alert-Based Workflow Notifications

Alert-based workflows can send notifications at recurring intervals or after an alert is resolved.

1. Select a notification frequency: The Frequency setting allows you to select one of the following options:

   • Every 24 hours

   • Every 48 hours

   • After the alert is resolved

2. When notifications begin: For the Every 24 hours and Every 48 hours options, notifications begin after both of the following conditions are met:

   • The workflow has been published.

   • The alert has been triggered.

   An alert can be triggered before the associated workflow is published. WXP sends notifications only for alerts that have been triggered. If an alert is resolved before the next 24-hour or 48-hour interval, WXP sends one final notification when the next scheduled interval is reached.

3. Notification message: The Message section displays a preview of the message that recipients will receive in Microsoft Teams or Slack. The message is not editable. In addition:

   • It replaces placeholders with workflow-specific values.

   • It includes a link to the workflow activity page.

   • It uses content specific to alert-based workflows.

Schedule-Based Workflow Notifications

Schedule-based workflows use fixed notification timing and do not include a frequency selector. When a schedule-based workflow is published, the workspace notification dialog box also displays the number of devices to which the workflow is being deployed.

• Notification timing: A notification is sent after a scheduled execution is complete, approximately 24 hours after the workflow's configured start date and time

  • If the workflow is complete before the 24-hour interval is reached:

  • WXP still sends one final notification at the 24-hour mark.

  • WXP does not send any additional notifications after that notification.

• Notification message: The Message section displays the notification that recipients receive in Microsoft Teams or Slack. The message is not editable. In addition:

  • It replaces placeholders with workflow-specific values.

  • It includes a link to the workflow activity page.

  • It uses content specific to schedule-based workflows.

Managing Notifications After Publishing

You can manage workspace notification settings from the workflow details page.

1. Open the workflow.

2. Click the Overview tab.

3. Locate the Workspace Notifications section.

4. Click the edit icon.

The editing dialog box displays the same channel configuration controls that were available when the workflow was published. For alert-based workflows, the dialog box also includes the frequency setting. After saving the settings, a confirmation message indicates whether the update was successful.

Note: Changes apply only to future notifications. The changes might take a few minutes to appear.

Enabling Notifications After Publishing

If workspace notifications were disabled when the workflow was published, an IT Admin can enable them from the Workspace Notifications section. Notification timing begins when notifications are enabled, not at the workflow's original publication time.

Notification timing depends on the type of workflow:

• Schedule-based workflows: Notifications are sent after the execution is complete, approximately 24 hours after the execution begins.

• Alert-based workflows: The selected notification interval begins after both of the following conditions are met:

  • Workspace notifications are enabled.

  • The alert has been triggered.

If the alert is resolved before the next 24-hour or 48-hour interval, WXP sends one final notification when the next scheduled interval is reached.

Viewing Settings of Enabled Notifications

When notifications are enabled, the Workspace Notifications section displays the following information:

• The notification status as On

• A preview of the message with placeholder values

• Microsoft Teams, Slack, or both

• The number of selected channels

• The notification frequency

For schedule-based workflows, the displayed frequency is 24 hours. For alert-based workflows, the displayed frequency is every 24 hours, every 48 hours, or after the alert is resolved.

Select the edit icon to view the complete message template or update the notification audience.

Adding or Removing Channels

Channels that are added after publication follow the workflow's existing notification interval.

Removing a channel stops future notifications to that channel. It does not disconnect the channel from WXP.

Changing the Frequency of an Alert-Based Workflow

If you change the frequency, WXP calculates the updated interval from the time when the alert was originally triggered.

For example, if an alert is triggered at 11:00 AM, the frequency is initially set to every 24 hours, and is later changed to every 48 hours, the next notification is sent 48 hours after the original 11:00 AM alert trigger time rather than 48 hours after the frequency setting was changed.

Reviewing Notification Delivery History

The Workflow details page includes a notification delivery table after WXP attempts to send at least one notification. The table remains hidden until a notification is sent or a delivery attempt fails. The notification delivery table can include the following columns:

• Execution ID

• Time

• Workspace Application

• Channel

• Status

Possible delivery statuses include:

• Sent

• Not delivered

• Not delivered - Disconnected

Opening an Execution

• Schedule-based workflows: Click an Execution ID to open the execution page in the same browser tab. The relevant execution appears in the execution side panel. If the execution side panel is not immediately available, a loading screen appears.

• Alert-based workflows: For fleet-level alerts, clicking an execution ID works the same way as it does for a schedule-based workflow. For device-level alerts, the Execution ID column is not displayed.

Editing History

Changes to workspace notification settings that are made after a workflow is published appear in Editing History.

Recorded changes include the following:

• Workspace notifications were enabled.

• Workspace notifications were disabled.

• The notification frequency was changed.

• Channels were added.

• Channels were removed.

Examples of history entries include the following:

• Workspace notifications were enabled by Jane Doe.

• Workspace notifications were disabled by Jane Doe.

• The workspace notification frequency was updated from every 24 hours to every 48 hours by Jane Doe.

• Channel A and Channel B were added to receive workspace notifications by Jane Doe.

• Channel A, Channel B, and Channel C were removed from workspace notifications by Jane Doe.

Removing a Channel or Disconnecting a Connector

WXP protects notification settings that active workflows use. An active workflow is a workflow with a Live or Scheduled status.

Removing a Channel from the Integrations Page

If a user who has both IT Admin and Connector Admin privileges attempts to remove a Microsoft Teams or Slack channel from the Integrations page, that is used by active workflow:

• WXP prevents the channel from being removed.

• A dialog box identifies the active workflows that use the channel.

• The dialog box includes links to the affected workflows.

If a user who has only Connector Admin privileges attempts to remove a Microsoft Teams or Slack channel from the Integrations page, that an active workflow uses:

• A static message instructs the user to contact an IT Admin and confirm that no active workflows are using the connector.

Disconnecting Microsoft Teams or Slack

If a user who has both IT Admin and Connector Admin privileges attempts to disconnect a connector used by an active workflow:

• WXP prevents the connector from being disconnected.

• A dialog box identifies the affected active workflows.

• The dialog box includes links to the affected workflows.

If a user who has only Connector Admin privileges attempts to disconnect a Microsoft Teams or Slack connector used by an active workflow uses:

• A static message instructs the user to contact an IT Admin and confirm that no active workflows are using the connector.

Behavior When a Connector is Disconnected

If Microsoft Teams, Slack, or both connectors become disconnected while an active workflow is using them, WXP preserves the workflow's notification settings.

The workspace notification toggle remains enabled, and previous channel selections remain stored. If a disconnected connector is restored, those settings automatically take effect again.

Live Workflows

On the workflow's Overview tab:

• A banner appears below Workspace Notifications.

• The banner identifies the disconnected connector or connectors.

• The banner instructs the user to contact the Connector Admin.

In the notification delivery table:

• Notifications that were delivered before the disconnection remain marked as Sent.

• Failed deliveries that result from the connector disconnection are marked as Not delivered - Disconnected.

When the user selects the edit icon:

• The Workspace Notifications toggle remains enabled.

• A banner identifies the disconnected connector.

• Settings for the disconnected connector are disabled.

• Settings for a connected connector remain editable.

For example, if Microsoft Teams is disconnected but Slack remains connected, the Microsoft Teams channel selections are disabled and the Slack channel selections remain editable.

If both connectors are disconnected:

• The Workspace Notifications toggle remains enabled.

• Both connector-specific channel selectors are disabled.

• Previous channel selections are preserved.

Scheduled Workflows

For a scheduled workflow that has not sent a notification:

• A connector-disconnection banner appears below Workspace Notifications.

• The notification delivery table remains empty.

• The Workspace Notifications toggle remains enabled.

• Settings for the disconnected connector are disabled.

• Settings for any remaining connected connector remain editable.

• Previous channel selections are preserved.

Draft Workflows

No special post-disconnection behavior is required for draft workflows. WXP evaluates connector availability when the user publishes the workflow. A connector that is not configured and connected does not appear as an available notification option.

Delivery Error Statuses

WXP uses two failure statuses in the post-publication notification delivery table.

Notification Behavior After Channel or Tenant Deletion

Channel deletion: If a notification channel is deleted directly in Microsoft Teams or Slack, notification delivery to the deleted channel fails. WXP displays the delivery status as Not delivered.

Tenant deletion: When a tenant is deleted, WXP completes the following actions:

• Deletes all associated notification audit-history records.

• Removes notification entries associated with Microsoft Teams.

• Removes notification entries associated with Slack.

Frequently Asked Questions

1. Who Can Configure Workflow Notification Channels?

Only an IT Admin can select Microsoft Teams or Slack channels to receive workflow notifications.

A Connector Admin can configure and connect workspace applications from the Integrations page but cannot select notification channels in Workflow Builder.

2. Can I Select Channels from Both Microsoft Teams and Slack?

Yes. If both connectors are configured and connected, the notification dialog box displays channels from both applications.

3. Do I Need to Select a Channel from Each Application?

No. You must select at least one Microsoft Teams or Slack channel.

4. Can I Send Notifications to Multiple Channels?

Yes. You can select multiple channels from the channel dropdown.

5. Does Removing a Channel from the Workflow Notification Settings Disconnect It from WXP?

No. Removing a channel from a workflow stops only that workflow from sending notifications to the channel.

6. Can I Edit the Notification Message?

No. WXP generates the message from a non-editable template and populates the placeholder values when the notification is sent.

7. What Happens If Notifications Are Enabled After the Workflow Is Published?

The notification timer begins when workspace notifications are enabled, not when the workflow was originally published.

8. What Happens If I Change the Frequency for an Alert-Based Workflow?

WXP calculates the new interval from the alert's original trigger time, not from the time when the frequency was changed.

9. What Happens If an Alert Is Resolved Before the Selected Interval?

For a 24-hour or 48-hour interval, WXP sends one final notification at the next scheduled interval.

10. What Happens If a Schedule-Based Workflow Is Complete in Less Than 24 Hours?

WXP still sends one final notification at the 24-hour mark and does not send any additional notifications.

11. What Happens If a Connector Is Disconnected?

WXP preserves the workflow notification toggle and selected channels. Controls for the disconnected connector are disabled until the connector is restored, but settings for connected applications remain editable.

12. What Happens If a Channel Is Deleted Directly in Microsoft Teams or Slack?

WXP removes the deleted channel from the workflow notification configuration and displays a banner that explains the change. Failed delivery attempts use the Not delivered status.

13. Why Is the Notification Delivery Table Not Visible?

The table remains hidden until WXP attempts to send a notification. It becomes visible after a notification is sent or a delivery attempt fails.

Contact Us

For any assistance, create a support case or email support@wxp.hp.com.