Creating Automatic Email Notifications

Email notifications help you monitor workflow tasks automatically and simply.

Automatic notifications can be sent when:

  • A workflow phase starts

  • A workflow phase finishes

  • The TM Leverage or MT is complete

  • A translation meets a certain percentage of completion

To set up an email notification, go into a workflow and create a rule. In the rule, select recipients, add a custom message, and choose what should trigger the email.

Adding Email Notifications to a Workflow

To add an email notification workflow rule,

  1. Open a workflow. Select Templates in the sidebar, open Workflow Templates and select the desired Workflow. 

  2. Select a phase. Click on the workflow phase where you wish to add the notification.

  3. Open the Configuration tab. This will open the workflow configuration screen.

    1. Add the rule. Scroll down to the Rules section and click the + Add Rule icon.

    2. Create the rule.

      1. Using the drop-down menus, select the condition that will automatically trigger the email.

      2. Under Take these action(s), select send an email notification to {the desired user, email address, or recipient variable}.

      3. Compose the message. Click edit message to customize the message that will be sent.

  4. Save the message; save the rule.

Email Recipients

You can choose to send an email notification to TMS users, variables, and email addresses not stored in the TMS. See the full list below. 


An Enterprise User

All assigned translators – Sent to all assignees of the translation phase in the workflow.

All assigned reviewers – Sent to all assignees of all review phases in the workflow.

All project owners on the project

All shared users on the project

Previous phase's assignee

Current phase's assignee

Next phase's assignee

All phase assignees on the target

Author email – document metadata field

Contact email – document metadata field

Document creator – the person who uploaded the document

An email address

A team

Customizing the email message

When creating an automatic notification, you can create your own custom message to accompany the notification.

To create a custom message,

  1. Create a rule for email notification (instructions above) and then click the edit message link.

  2. Type a default subject line and message.

  3. Optionally add variables to automatically pull document information into the message (e.g. document name, source/target language).

  4. Save the message, save the rule.

Working with Variables

Variables are a powerful and simple way to customize messages. For instance, use variables to automatically pull the document title, source/target language, etc. into the message. Below is an example of an email template using variables and of the message once it’s sent.

For a complete list of the variables, click the Variables Guide link above the message.

As you’re composing a message using variables, you can open the Variable Guide for reference. Just click the variable name and it will paste it on the cursor’s current location. You can also type out the variable, just be sure to include the brackets. When the system sends the message, it will pull in the appropriate text for each variable.

You can send a test message to yourself if you would like to see how the variables will work in the finished message.

Choose from 16 Creating Automatic Email Notifications#variables, described below.




Name of the community where the project lives


Due date for the document


ID of the document being translated


Name of the document


Note for the document


Due date of the phase


Name of the phase


Name of the Project


The Reference URL metadata field on a document


The conditions that trigger this notification


Source language of the document


The Source URL metadata field on a document


Due date of the target language


Language the document is being translated to


Language code for the target language


Language id for the target language


Word Count of the document


Link to the phase in the Workbench

(The user will need to log in or already be logged
into the system to access the Workbench)

Secondary Document Metadata

Each document metadata field can be included as a variable.