eADM
eADM
Breadcrumbs

Using the [SYSTEMOWNER] Expression in Message Flows for Permission Notifications

[SYSTEM OWNER] is sent to the email address of the person (or distribution list—or Team) responsible for a collection or permission. Use it when access changes, so the appropriate owner is notified of any follow-up that may be required.

Common use cases

  • Notify the system owner when a user is granted, has their permissions changed, or loses a permission.

  • Include the owner's address in the message body or subject line along with other information.

Prerequisites

A system owner email address must be specified for the System role or its parent System (under System access).

Resolution order: System role → parent System → empty (no email sent).

When it becomes available

[SYSTEM OWNER] works only in history-based message flows. The associated ruleset must include EntryType with term is equal to (one of) and argument AddPermission, EditPermission, or DeletePermission.

Without one of these entry types, there is no permission history context from which to determine the owner.

Example: Permission granted

Rules:

  • EntryType is equal to (one of) AddPermission

  • NewValue equals 5711 (System role ID) — And

Message flow: Message type Custom, Add recipient [SYSTEM OWNER].

Example: Permission revoked

Same pattern, but EntryType = DeletePermission and filter on OldValue (not NewValue).

Where to use it

  • Add recipient — primary use; pair with the " Custom" message type.

  • Message body and subject — the expression is parsed like other variables.

How it resolves

  1. The ruleset matches a permission history entry.

  2. eADM the System role ID from NewValue (AddPermission / EditPermission) or OldValue (DeletePermission).

  3. The system owner is taken from the System role, or from the parent System if the role has none.

  4. [SYSTEM OWNER] is replaced and the message is sent — one for each matching history entry.

Tips

  • Set the system owner before go-live; otherwise, the expression evaluates to an empty string.

  • The "System Owner" role overrides the system-level setting.

  • The System access The wizard can generate the ruleset and set "Add recipient to" [SYSTEM OWNER] when you choose System owner as the recipient.