Notify List Recipient Options by Workflow Type

When configuring a Workflow State or Transition, you can define who receives email notifications by selecting recipients from the Notify field within the Recipients tab. The available options depend on the specific Workflow type being created or modified.

This article outlines the recipient options for each workflow type, helping you understand how notifications can be sent to relevant users.

Expense Workflow type

Field	Description	State	Transition
Alternate Project Manager	Alternate Project Manager(s) of the Project Task(s) included in the Expense Report.
Assigned user	Any User assigned to the Workflow State for which the email is created.
Assigned user's approval manager	Approval Manager of the User assigned to this State/Transition.
Assigned user's functional manager	Functional Manager of the User assigned to this State/Transition.
Creator	User who created the Expense Report.
Creator's approval manager	Approval Manager of the User who created the Expense Report.
Creator's functional manager	Functional Manager of the User who created the Expense Report.
Creator's Manager	Manager of the User who created this report.
Group Manager	Manager of a particular Group selected from the Group list.
Next assigned user	User assigned to the next Workflow Transition.
Originator	Originator of the Expense Report.
Originator's approval manager	Approval manager of the User who originated the Expense Report.
Originator's functional manager	Functional Manager of the User who originated the Expense Report.
Originator's Manager	Manager of the User who originated the Expense Report.
Originator's Site Administrator	Site Administrator of the User's Site who originated the Expense Report.
Portfolio Manager	Manager of the Portfolio that the Project of the Task(s) included in the Expense Report belongs to.
Previous assigned user	User assigned to the previous Workflow Transition.
Project Manager	Project Manager(s) of the Project Task(s) included in the Expense Report.
Title	User(s) with the selected Title.
User	The selected User.
Workflow Role	User(s) with the selected Workflow Role.

Invoicing Workflow type

Field	Description	State	Transition
Alternate Project Manager	Alternate Project Manager(s) of the Project Task(s) included in the Invoice.
Billing contact	Contact in charge of billing.
Shipping contact	Contact in charge of shipping.
Assigned User	Any User assigned to the Workflow State of the Invoice for which the email is created.
Previous assigned user	User assigned to the previous Workflow Transition.
Project Manager	Project Manager(s) of the Project Task(s) included in the Invoice.
Group Manager	Manager of a particular Group selected from the Group list.
Next assigned user	User assigned to the next Workflow Transition.
User	The selected User.
Creator	User who created the Invoice.
Assigned user's functional manager	Functional Manager of the User assigned to this State/Transition.
Assigned user's approval manager	Approval Manager of the User assigned to this State/Transition.
Creator's functional manager	Functional Manager of the User who created the Invoice.
Creator's approval manager	Approval Manager of the User who created the Invoice.
Title	User(s) with the selected Title.
Workflow Role	User(s) with the selected Workflow Role.

Leave Request Workflow type

Field	Description	State	Transition
Creator	Creator of the Leave Request.
Originator	Originator of the Leave Request.
Assigned user	Any user assigned to the Workflow State for which the notification is created.
Previous assigned user	User assigned to the previous Workflow Transition.
Group Manager	Manager of a particular Group selected from the Group list.
Next assigned user	User assigned to the next Workflow Transition.
User	The selected User.
Workflow Role	User(s) with the selected Workflow Role.
Title	User(s) with the selected Title.
Assigned user's functional manager	Functional Manager of the User assigned to this State/Transition.
Assigned user's approval manager	Approval Manager of the User assigned to this State/Transition.
Creator's functional manager	Functional Manager of the Leave Request Creator assigned to this State/Transition.
Creator's approval manager	Approval Manager of the Leave Request Creator assigned to this State/Transition.
Originator's functional manager	Functional Manager of the User who originated the Leave Request.
Originator's approval manager	Approval Manager of the User who originated the Leave Request.

Project Workflow type

Field	Description	State	Transition
Alternate Project Manager	Alternate Project Manager of the Project.
Assigned User	Any User assigned to the Workflow State for which the email is created.
Previous assigned user	User assigned to the previous Workflow Transition.
Creator	User who created the Project.
Portfolio Manager	Manager of the Portfolio that the project belongs to.
Project Contact	All Users that are set as Project Contacts within the Project's Edit Options tab.
Project Manager	Project Manager of the Project.
Project Manager's Approval Manager	Approval Manager of the Project Manager.
Next assigned user	User assigned to the next Workflow Transition.
Project Sponsor
Project Stakeholders
Project Survey Recipients
Project Team	All Users that are members of the Project Team; if there are multiple Project Team members, all team members receive the notification.
User	The selected User.
Workflow Role	User(s) with the selected Workflow Role.
Title	User(s) with the selected Title.
Custom	Requires the email addresses of the recipients and the language of the notification to be defined (email addresses should be separated by semi-colons).

Resource Request Workflow Type

Field	Description	State	Transition
Alternate Project Manager	Alternate Project Manager of the Project for which the Resource Request is created
Originator	Originator of the Resource Request.
Resource manager	Resource Manager(s) of the User(s) included in the Resource Request.
Assigned User	Any User assigned to the Workflow State.
Next assigned user	User assigned to the next Workflow Transition.
Group manager	Manager of a particular Group selected from the Group list.
User	The selected User.
Workflow Role	User(s) with the selected Workflow Role.
Title	User(s) with the selected Title.
Assigned user's functional manager	Functional Manager of the User assigned to this State/Transition.
Assigned user's approval manager	Approval Manager of the User assigned to this State/Transition.
Originator's functional manager	Functional Manager of the user who originated the Resource Request.
Originator's approval manager	Approval Manager of the User who originated the Resource Request.
Project Manager	Project Manager of the Project associated to the Resource Request.
Previous assigned user	User assigned to the previous Workflow Transition.

Timesheet Workflow type

Field	Description	State	Transition
Alternate Project Manager	Alternate Project Manager(s) for the Project Tasks included in the Timesheet.
Assigned user	Any User assigned to the Workflow State.
Assigned user's approval manager	Approval Manager of the User assigned to this State/Transition.
Next assigned user	User assigned to the next Workflow Transition.
Assigned user's functional manager	Functional Manager of the User assigned to this State/Transition.
Group Manager	Manager of a particular Group selected from the Group list
Originator	Originator of the Timesheet.
Originator's approval group approvers	Any user assigned as approver of the Originator's Approval Group.
Originator's approval manager	Approval manager of the User who originated the Timesheet.
Originator's functional manager	Functional Manager of the User who originated the Timesheet.
Originator's Manager	Manager of the User who originated the Timesheet.
Portfolio Manager	Manager of the Portfolio that the Project Task(s) included in the Timesheet belongs to.
Previous assigned user	User assigned to the previous Workflow Transition.
Project Manager	Project Manager(s) for the Project Task(s) included in the Timesheet.
User	The selected User.
Workflow Role	User(s) with the selected Workflow Role.
Title	User(s) with the selected Title.

Work Item Workflow type

Field	Description	State	Transition
Creator	User who created the Work Item.
Alternate Project Manager	Alternate Project Manager of the Project associated to the Work Item.
Portfolio Manager	Manager of the portfolio that the Project of the Work Item belongs to.
Originator	Originator of the Work Item.
Project Manager	Project Manager of the Project associated to the Work Item.
Group Manager	Manager of a particular Group selected from the Group list
User	The selected User.
Workflow Role	User(s) with the selected Workflow Role.
Title	User(s) with the selected Title.
Assigned User	Any User assigned to the Workflow State.
Previous assigned user	Any User assigned to the previous Workflow Transition.
Next assigned user	Any user assigned to the next Workflow Transition.
Project team members	All Users that are members of the Project Team; if there are multiple Project Team members, all Team members receive the notification.
Originator's approval manager	Approval Manager of the User who originated the Work Item.
Creator's approval manager	Approval Manager of the User who created the Work Item.
Assigned User's approval manager	Approval Manager of the User assigned to this Workflow State/Transition.
Creator's functional manager	Functional Manager of the of the User who created the Work Item.
Originator’s functional manager	Functional Manager of the User who originated the Work Item.
Assigned user's functional manager	Functional Manager of the User assigned to this Workflow State/Transition.