Overview

To improve visibility into statutory reporting and outbound processing, the system allows configuring email notifications that are automatically triggered when a response is received from statutory authorities (e.g., acknowledgment, acceptance, rejection).

Unlike standard notifications where email/SMS templates are defined globally, in this setup each notification task has its own message configuration and email template.
This flexibility is essential because statutory authorities can have different response formats and data requirements.

Step-by-Step Configuration Guide

1. Navigate to Notification Settings

   1. Go to the Notifications tab.
   2. Select the Interface tab.
   3. Under Interface Outbound, choose Outbound Process Result Email Notification.

1. Understanding the Configuration Layout

Normally, the Message Actions section (used to configure email and SMS templates) appears at the main notification level.
However, for Outbound Process Result Email Notification, this section is nested inside each Notification Task.

Why this change?
Each statutory integration may require unique email templates and metadata.
To support this, the message section is now linked individually to each task, allowing:
• Custom email templates per statutory authority.
• Task-specific data binding.
• Independent modification and testing.

 

3. Creating a New Notification Task

   1. Click “Create New Task”.
   2. Enter a Task Name (e.g., Ireland Statutory Response Email).
   3. Click Save.

Once saved, click on the task name to open the Edit Task screen.

4. Configure the Task Details

   1. Select Outbound Configuration:
      Choose the relevant outbound configuration.
      • This can be a normal outbound configuration or a statutory one, depending on your use case.
   2. Define the Email Template:
      In the Message Section of the task, fill in:
      • Subject
      • Body
      • Sender
      • Recipients
      You can use dynamic variables (explained below) to personalize and populate the email content automatically based on outbound process results and statutory responses.

5. Email Recipients: Role-Based + Direct Email Support

   In addition to specifying individual email addresses, the system now supports role-based recipients.

   A. Using Role-Based Recipients

   You can select a role, and the system will automatically send the email to all employees assigned to that role.

   

   B. Combining Role + Email List

   If both specific email addresses and a role are configured:

   • The system merges both sets of recipients

   • Duplicate email addresses are automatically removed

   • All unique recipients will receive the notification

   This ensures flexibility allowing both targeted and role-based communication in a single task.

6. Using Variables in Email Templates

To make your email templates dynamic, the system provides predefined variables that are automatically replaced when the notification is generated.

A. Statutory Response Variables that are required in the notification template.

Variable	Description
integrationName	Name of the integration (e.g., “Ireland PAYE Submission”)
submissionId	Unique submission ID for the outbound process
timestamp	Time when the response was received
status	Response status (e.g., Accepted, Rejected, Acknowledged, Errored)
response	AI Interpreted response details

 

B. period Variables

Provide information about the reporting period associated with the submission.

 

Variable	Description
endDate	End date of the reporting period
id	Unique ID of the period
name	Period name
status	Status of the period
periodStatus	Additional status information
clientStatus	Client-level status indicator
beginDate	Start date of the reporting period

**
C. template_data Variables**

Provide outbound process–specific information such as status, timings, and configuration details.

Variable	Description
status	Outbound process status (e.g., COMPLETED, FAILED)
completion_time	Timestamp when process completed
notification_uuid	Unique identifier of the notification
process_id	Outbound process ID
errors	List of process errors, if any
warnings	List of warnings generated during processing
info	Informational messages
config_id	ID of the outbound configuration
config_label	Label/name of the outbound configuration

**
D. configVariable Variables**

Contain all custom variables defined in the outbound configuration.

Variable	Description
processVariable.test	Custom variable defined in configuration
processVariable.PROCESS_RESULT	Default variable for outbound process result

**
Reference of variables:**

7. Testing the Notification

After configuration:

1. Trigger an outbound submission that generates a statutory response.
2. Ensure the system processes the response and sends an email.
3. Verify:
   • Email is sent to the correct recipient(s).
   • Variables are correctly replaced with actual values.
   • Duplicate emails are not generated for the same response.
4. Key Notes
   • Each notification task can have its own independent email template.
   • Recommended to name tasks according to statutory authority or integration.
   • Ensure SMTP or notification service configuration is active before testing.

 

8. Example Email Template

For basic setup, the provided email title and content can be used as example.

Title:
{{template_data.config_label}} - Statutory

Email Content:

<p>Integration Name: <span th:text="${template_data.config_label}"></span></p>
<p>Submission ID: <span th:text="${template_data.config_id}">_</span><span th:text="${period.id}">_</span><span th:text="${period.beginDate}"></span></p>
<p>Status: <span th:text="${template_data.status}"></span></p>
<p>Time: <span th:text="${template_data.completion_time}"></span></p>
<p>Result: <span th:text="${processVariable.PROCESS_RESULT}"></span></p>