360 Docs Approval Workflows not sending email notification

[ipearse]

Hi

We are starting to try and use the new document approval workflows in document management, but we cannot get the email notifications to work at any of the steps, i.e. from Initiator to Reviewer, or Reviewer to Approver. Even re-opening the review, and clicking "send email notification" doesn't work. Is there something we are missing?

Regards

Ian 

[Jason_Kai_Jiang]

Hi @ipearse,

The email notifications in your mentioned scenarios should work. Could you please share the URL from the address bar of the web browser when you open a review? And provide also share the recipients' emails to me by private email.

Thanks and best regards,

Jason Jiang

Autodesk BIM 360 Document Management team

[ipearse]

Hi Jason

PM sent, thank you for your assistance.

Ian

[Jason_Kai_Jiang]

Hi @ipearse,

We have checked the log system and confirmed that the email notifications have already sent to the recipients. Now we are requesting the administrator of the email service to check whether those emails are bounced or not.

Could you please help to check whether those recipients are able to receive email notifications from other Docs operations? For example, folder subscription for other users' operations.

Thanks and best regards,

Jason Jiang

Autodesk BIM 360 Document Management team

[ipearse]

Hi Jason

Good point, we have checked, and we are not receiving notifications of uploads to s subscribed folder either.

Thanks!

Ian

[Jason_Kai_Jiang]

Hi @ipearse,

We have checked the logs from email sending service and those emails are marked as "Delivered" without bounce flag. Please contact your email provider and check the server logs.

Thanks and best regards,

Jason Jiang 

Autodesk BIM 360 Document Management team

[ipearse]

Hi Jason

We have checked for "rejected" emails but cannot see anything from Autodesk, could you please provide email address of "sender" or source, (such as notifier@autodesk360.com used to invite members), so we can trace back.

Regards

Ian

[Jason_Kai_Jiang · Accepted solution]

Hi @ipearse,

The sender is from the "Autodesk BIM 360 <bim360dm.no-reply@autodesk.com>".

Thanks and best regards,

Jason Jiang

Autodesk BIM 360 Document Management team

[ipearse]

Thanks Jason

We found that this address was being automatically rejected by Office 365 as spam, and have got it resolved.

Regards

Ian

[Anonymous]

@Jason_Kai_Jiang ,

I have established a 2 step review/approval workflow. Once the initiator submits the documents to review I do noticed that Reviewer 1 and 2 receives an email notifications.

Once reviewers 1 and 2 begins to review, markup and comment I notice that after submit the review the INITIATOR is the only person that ever receives any notification of the activity happening during the review process.

I also noticed that during a review , as Reviewer 1, in the progress window pane I enter the final reviewer email to send send an email...but  nothing happens. No emails and nothing is recorded in the progress either.  Is this a bug or something I am not setting up properly?

If you can please clarify the following on review/approval workflow:

1.  in multiple reviewer scenario - Who  should get email notifications and when?  I am noticing that the initiator gets all email notifications.  Reviewers will only receive the initial email notification when a review is submitted.  Please confirm.

2.  Should/can Reviewers get email notification when others are finished reviewing?

3. Why do the  reviewers not  get email notification when the final review is approved?

4. Is there a way to sequentially control the review?  I would like Reviewer 1 to finish his/her review before reviewer2 starts and get notified that it is ready for them.

Note:  I do not believe I have any email address /spam issue since my initial email of the review was received by all.  I am using al test gmail accounts I have set up.

[Jason_Kai_Jiang]

Hi @Anonymous,

One basic rule: The user who do the operation will not receive email notification.

1.  in multiple reviewer scenario - Who  should get email notifications and when?  I am noticing that the initiator gets all email notifications.  Reviewers will only receive the initial email notification when a review is submitted.  Please confirm.

Jason: Yes, initiator can get all email notifications.

For group review, if one reviewer submit the review task, other reviewers who claimed the same review step will get the email notifications.

2.  Should/can Reviewers get email notification when others are finished reviewing?

Jason:

If the reviewer candidates do not claim the review task, they cannot get email notifciations.

If the reviewer candidates do claim the review task, please refer to the answer of question 1.

3. Why do the  reviewers not  get email notification when the final review is approved?

Jason: If the reviewers submit the tasks in previous review steps, they will get the email notifications.

4. Is there a way to sequentially control the review?  I would like Reviewer 1 to finish his/her review before reviewer2 starts and get notified that it is ready for them.

Jason: Do you mean in group review scenario you would like to control submit sequence?

Thanks and best regards,

Jason Jiang

Autodesk BIM 360 Document Management team

[Anonymous]

@Jason_Kai_Jiang 

Thanks for the clarification. I ran another test today.... I actually got more notifications in my test today.   I'm a bit puzzled why???

You mentioned that others reviewers "who  claim" the same review will get the email notifications .  I just want to be clear on your wording here.  Are you stating that when a reviewer  starts a  review  it is the same act as   "claiming" a review?"   I am wondering if this is why I was getting limited email notifications.

My question on sequential reviewing (question 4) ..yes, I do want more control within  a group review scenario.  I am working with contractors and if they are not using BIM 360 BUILD,  this review/approval workflow can work well.  However, my GC wants to control the sequence of the review being submitted and responded.  Please confirm if this is possible or on the roadmap.

Final questions, I will assume that when a review is rejected, it is closed and there is not way to keep that workflow going (like reopen to resubmit).  Ideally it would be nice to not have to create another review items for the same thing.  Please confirm.

Thanks,

Lichu

[Jason_Kai_Jiang]

Hi @Anonymous,

"Are you stating that when a reviewer  starts a  review  it is the same act as 'claiming' a review?"

Jason: Yes, "Starts a review" means "claiming a review". 

"my GC wants to control the sequence of the review being submitted and responded."

Jason:

Is it possible to change one group review step into multiple sequence review steps? If not, could you please click on the “BIM 360 IdeaStation” link on the BIM 360 community home page?  This will help the Project Manager and developers hear your voice on any changes/concerns with functionality directly for consideration in future builds.

"I will assume that when a review is rejected, it is closed and there is not way to keep that workflow going (like reopen to resubmit).  Ideally it would be nice to not have to create another review items for the same thing."

Jason:

When a review is rejected/terminated, this review instance is closed and no way to reopen it. However for the same document version added into the rejected review instance, it can be added into another review instance. If you think this behavior should be changed, please submit a post on IdeaStation.

Thanks and best regards,

Jason Jiang

Autodesk BIM 360 Document Management team