Temperature Release: External User Notification Workflow Setup

Overview

Workflow Builder allows you to automate actions based on shipment and Temperature Release events.

External User Notifications enable you to send email updates to recipients outside of your platform organization. These recipients do not need a platform login and can still receive important shipment or Temperature Release updates through branded email communication.

This is commonly used to keep partners, receivers, and stakeholders informed without granting them system access.

What Is an External User Notification?

An External User Notification is an email-based notification triggered by a workflow when a shipment or Temperature Release reaches a defined status.

• No platform login is required

• Emails are sent to recipients outside your organization

• Messages are delivered using branded templates

These notifications allow you to share key updates while maintaining control over access to your platform.

When to Use External User Notifications

Use this action when you need to notify individuals who do not have platform access, such as:

• Shipment receivers awaiting delivery confirmation

• Third-party logistics providers

• Regulatory or quality stakeholders

• External partners who need status updates

For internal users with platform access, continue using standard in-platform notifications.

User Roles & Permissions

Setting Up an External User Notification Workflow

Step 1 — Click on Automation

• Navigate to Workflow

• Create a new workflow by clicking at the top right plus sign (+)

Step 2 — Click Automate Temperature Release Notifications Template

• Select a trigger event (e.g., Send Release Status Notification)

• Choose the specific status that should send the notification

  • Example: Approved

Step 3 — Add External User Notification Action

• Add the External User Notification action

• Configure recipients:

  • Based on shipment-level fields

  • Or defined through workflow logic

• Select or upload the email template

Step 4 — Test and Save

• Run a test using a sample shipment

• Confirm the email is delivered as expected

• Save the workflow

The workflow will now run automatically when conditions are met.

Branding and Email Templates

External notifications use customizable email templates, allowing you to align communication with your organization or customer branding.

Enable this feature by toggling the switch marked in the image above.

Templates support:

• Custom logos

• Custom layout and messaging

• Dynamic fields (e.g., shipment ID, status, ETA)

To customize templates, contact your Customer Success Manager.

Best Practices

Recipient Management

• Keep recipient lists accurate and up to date

• Use shipment-level recipients when contacts vary

• Use consistent workflow logic when recipients remain the same across shipments

Template Design

• Keep messages focused and easy to understand

• Communicate one key update per email

• Use clear, direct language

Security Considerations

• Avoid including sensitive data (e.g., full PII, internal identifiers)

• Only use External User Notifications for recipients without platform access

Need Help?

For help setting up your first workflow or customizing templates, contact your Customer Success Manager or reach out to:
support@paxafe.com