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Notifications send outbound email to one or more recipients in response to specific activities in ServiceNow. Notifications can be sent when: Records are inserted or updated Events are generated The Notification activity executes in a workflow  Administrators can use the Application Navigator in the main ServiceNow browser window to open  User Administration > Users  to see a list of user records. Email : User's email address Calendar integration : Set to either --None-- or Outlook. When set to Outlook, users can receive calendar appointment notifications. DEVELOPER TIP : To force a notification to be sent even if recipients have unsubscribed, developers can modify the Notification form layout to include the Force delivery field. When selected, notifications are sent regardless of user notification preference settings. DEVELOPER TIP : ServiceNow sends notifications to all recipients in the Who will receive section even if those users are not authorize...

Workflows can have three states: Checked out : executes only for the user who has the workflow checked out Published : executes for all users and records meeting the workflow conditions Unpublished : no longer available for new contexts but may still be running for older contexts Only one published version of a workflow exists in runtime for new contexts. When a workflow is invoked, the current workflow definition is loaded into the workflow context.

Checking Out a Workflow To prevent developers from making changes to a workflow that will impact other users, workflows need to be checked out before they can be edited. When a workflow is checked out, changes are applied to the workflow only for the user who checked it out. When development is complete, workflows must be published to be active in the environment. Every workflow activity has a different set of configuration fields. The configuration fields are dependent upon what an activity does. For example, the Approval - User activity needs to know the approver(s). Validating Workflows Workflow validation is the first step to ensure a workflow is error-free. Validation cannot test whether a workflow works as expected. Validation prevents workflows with critical flaws from executing and resulting in an unstable or incomplete state. Validation checks for issues like: Activities with missing transitions Multiple or missing End activity Invalid table references ...

A workflow is a sequence of activities to automate processes in applications.  Activities are workflow blocks that perform different tasks, such as obtaining approvals, sending email, running scripts, testing conditions, and setting field values on records. Workflow are launched a number of different ways including: Triggered by field values on a record UI Action Server-side scripts When to Use Workflows Use workflows to automate multi-step processes such as: Approvals SLAs Task creation Event generation Email notifications For example, if an email needs to be sent when a new record is inserted into the database, that is a discrete action which does not require workflow. If the email is sent when a request is approved or rejected, this is a multi-step process which can be automated with workflow.