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Relation between Mail Configuration and Workflow of work item

Yoshihisa Komai (3002422) | asked Feb 12 '13, 3:55 a.m.
Please let me ask a question about Mail Configuration.

I'm now testing email notification.

I want to know the relation between Mail Configuration and Workflow of work item.
In "Mail Configuraion" tab, there are following selections regarding state change.
-Work Item was created or opened
-Work Item was closed
-Owner started /stopped working on the Work Item
-Other state change

What I tested.
I'm a subscriber of a work item.
I checked only "Work Item was created or reopened" in Subscriber column.
In "Workflows" of work item, I changed the category of State Group "Closed" from "Closed" to "Open".

So now the category of State Group "Closed" is "Open".

Also "Work Item was created or reopened" is checked.

Therefore, I thought when a work item I'm a subscriber of was closed, I would receive an email noification.
But I did not.

Could anyone provide information what in "Workflows" are mapped with selections of "Mail Configuraion" regarding state change?

I thought "Work Item was created or opened" was mapped with category of State Group "Open",
"Work Item was closed" was mapped with category of State Group "Closed" and
"Other state change" was mapped with category of State Group "In Progress",
but the email notification did not work as I expected.

Accepted answer

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Joseph Mao (440189) | answered Feb 26 '13, 7:03 p.m.
Mail notification related to state group category, we have 3 build-in category: open, In progress, closed.
If current state not belong to any state group, which makes the 4th status, call it "none" here.

work item was created or reopened:
- workitem been created
- workitem state changed causing state group from "closed" to "open"

workitem was closed:
workitem state changed causing state group  "closed"

Owner started /stopped working on the Work Item:
workitem state changed causing:
a) state group become "In progress"
b) state group no longer "In progress"

Other state change:

workitem state change with state group not change,
e.g.  state open (open) -> state triage (open), also including none -> none

Other workitem change not listed above:
covers following scenarios:
open -> closed, closed -> open
open -> none, none -> open
in progress - > none, none -> in progress
in progress -> closed, closed -> in progress
closed -> none, none -> closed
Yoshihisa Komai selected this answer as the correct answer

One other answer

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Dinesh Kumar B (4.1k413) | answered Feb 12 '13, 5:38 a.m.
edited Feb 12 '13, 5:40 a.m.
from my understanding, the mail triggers based on the the transition/action and not on the resultant state.

so, with "Work Item was created or reopened", when the work item is taken through either a Start action or Reopen action occurs, resulting in creation or reopen of work item respectively, the mail would be triggered.

since your results in considering Closed as a open state and not necessarily a re-open of the work item, so no mail is sent.

going along this thought, the trigger on close is based on the resolve action...

Yoshihisa Komai commented Feb 25 '13, 11:56 p.m. | edited Feb 26 '13, 12:06 a.m.

Hi Dinesh,
Thank you for your answer.
We found out that this is based on transition of State Group category.
(Start action, Resolve action, Reopen action may not be related)
Please have a look at Escalation 252301.

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