Configure consolidated allocation notification templates
When a vendor is assigned several tasks at once, wxrks can send one summary email instead of one email per task. This guide covers customizing the wording of those two templates and the placeholders you can use inside them.
💡 Who is this for? This guide is for Account Admins who need to customize the wording of consolidated task-assignment emails within the wxrks platform.
Before you start
You need the Account Admin role — this page isn't reachable with a Project Manager or Vendor login.
A sender address must be set in From Email before you can pick a template or save changes; see the first step below.
The consolidated email only goes out at all if Send Notification Emails To Vendors is turned on for the project's Organizational Unit — see All about Organizational Units for that toggle and the rest of an Organizational Unit's Notifications tab.
Key concepts
Term | Meaning |
Consolidated Allocation | One email summarizing every task wxrks just assigned to a vendor in the same project, workflow step, and target language — instead of a separate email per task. |
Consolidated Pending Acceptance | Same idea, for tasks that need the vendor to accept them before work can start. |
Consolidation window | wxrks waits briefly after an assignment (10 seconds by default) to catch any other tasks landing in the same group before sending the email. |
Project context fields | Placeholders for the project's Organization, Organizational Unit, and Project Manager — pulled from the project, not from any individual task. |
Open the notification template area
Go to Settings.
Open Account Settings.
Select Notifications.
Open the Notification Template tab.
Set a sender email and pick a template
In From Email, enter the address consolidated (and every other custom) notification should be sent from — for example
[email protected]. The Templates dropdown and Save button both stay disabled until this has a value.In Templates, choose Consolidated Allocation or Consolidated Pending Acceptance.
Read the description under the template name, and click the i icon next to it to see the full list of placeholders available for that template.
Edit subject, body, and footer with consolidated placeholders
Update Email Title, Email Body Message, and Email Footer Message, using any of the placeholders below exactly as written (both templates share the same set, except where noted):
PROJECT_REFERENCE_NAME,PROJECT_NAME— the project's reference and name.VENDOR_NAME,USER_EMAIL— the assigned vendor's name and account email.ORGANIZATION_NAME,ORGANIZATIONAL_UNIT_NAME— the project's Organization and Organizational Unit.PROJECT_MANAGER_NAME,PROJECT_MANAGER_EMAIL— the project's Project Manager, or its Organizational Unit's default one. Shows “Not informed” if neither is set.TASK_WORKFLOW,TASK_SOURCE_LANGUAGE,TASK_TARGET_LANGUAGE— shared by every task in the group, since tasks are only grouped together when these already match.PROJECT_COUNT— despite the name, this is the number of tasks in the group, not a count of projects.SEE_ALL_TASKS_LINK— a link to the vendor's wxrks dashboard.READY_TASK_COUNT,NOT_READY_TASK_COUNT— Consolidated Allocation only. How many of the group's tasks are ready to start now versus still waiting on an earlier workflow step.
Click Save when you're done.
Important behavior and edge cases
Tasks are grouped by project, workflow step, and target language together, not just by project — two tasks in the same project but a different workflow step or target language always land in separate emails.
If a group ends up with only one task once the consolidation window closes, wxrks sends that task's normal single-task notification instead of a consolidated one — there's no way to force a one-task group into the consolidated template.
Consolidated Pending Acceptance doesn't use
READY_TASK_COUNT/NOT_READY_TASK_COUNT— acceptance is a single state, so there's no ready/not-ready split to report.This applies whether tasks were assigned one at a time in quick succession or through a single bulk assignment — see Assigning Tasks to Users for both. It's a different mechanism from Auto Task Placement, where a vendor claims available tasks themselves rather than being assigned them.
Troubleshooting
Issue | What to check |
Templates dropdown or Save button is greyed out | Enter a sender address in From Email first — both controls stay disabled until it has a value. |
No email went out for a task assignment at all | Confirm Send Notification Emails To Vendors is on for the project's Organizational Unit (its Notifications tab) — with it off, wxrks skips vendor emails entirely, consolidated or not. |
Vendor got the plain single-task email instead of a consolidated one | Expected when only one task ended up in that project/workflow/target-language group after the consolidation window closed — see Important behavior and edge cases below. |
Vendor got more than one email for what felt like one batch of work | Tasks that differ by workflow step or target language are always split into separate emails, even from the same assignment action — see Important behavior and edge cases below. |
| The project has no assignee and its Organizational Unit has no default Project Manager set — this is the placeholder's real fallback text, not a broken field. |
Quick reference
Item | Value |
Navigation | Settings > Account Settings > Notifications > Notification Template |
Templates | Consolidated Allocation, Consolidated Pending Acceptance |
Access role | Account Admin |
Groups by | Project, workflow step, and target language |
Falls back to a single-task email when | Only one task ends up in the group |
Placeholders unique to Consolidated Allocation |
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Related articles
Assigning Tasks to Users — manually assigning and bulk-updating the tasks that trigger these emails.
How to use the Auto Task Placement feature — letting vendors claim available tasks themselves instead of being assigned them.
All about Organizational Units — the Send Notification Emails To Vendors toggle and the rest of an Organizational Unit's Notifications tab.