By default, an email goes out to anyone who is assigned a task. But there are times when that behavior is undesirable.

 

For example, suppose you have an Incident Management team that has a single email address they all can access: incidentManagers@yourOutfit.com. In [ProjectName], you want those people to have the "Incident Manager" role, so that when the process creates a task, assigning it to that role, allows the next available person to pick it up and work on it.

 

The problem is that the automated task notifications will send an individual email to each member of the team. But you really only want email that goes to the common mailbox. Or perhaps you want to use a custom email to send the message. Or perhaps you want to send a text message, rather than an email.

 

The solution in all of those cases is:

1. When defining the User Task step in the stream process,
   go to the Task Assignment Settings tab and turn off the option to Send Task Assignment Notification Email.
    
2. In the Event Actions tab for the task, capture the Task Created event, and choose the action you need to send an email to a specific address, using the standard Task Assigned Notification template--or any template you have created, or send a text message to a phone number instead of (or in addition to) the email.

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