Informees are users that need to be informed about important changes on processes/ value streams/ managed documents, like when a new version has been published. Informees don't have any other permissions, like editing. They are only informed.
An informee is seen as a type of stakeholder in the process. But they differ from the other stakeholders (owners, authors and experts) because informees are only informed.
An example would be if a new version of the company's Expense Claim process is published, you could add 'All Staff' as an informee. This would ensure that all staff is made aware of it.
All users that are assigned to a role/ role family are listed as an informee and will be informed accordingly.
The below rules are applicable to processes, value streams and managed documents
Informees will be transferred when a record is duplicated, transferred internally or transferred externally
Informees are not displayed on PDF exports or printing
Informees can be added manually. These manually added informees can be removed if desired
Processes only
When working in a Future State, the informees will only be updated once the process is published. So, the stakeholder tab will always reflect CURRENT state informees, even when you are in the Future State.
Processes and Value Streams Only:
All roles that are assigned to an activity will automatically be added as informees. This include all the users that are assigned to these roles.
Automatic informees, i.e. the roles that are assigned to activities, cannot be removed as informees.
When a role is removed from the process by deleting the activity or changing the role, the users in that role will be removed as informee accordingly.
Note the following scenario:
An informee is added manually on the stakeholder tab, for example, Secretary. This informee can be removed as an informee.
Subsequently, assigning Secretary to an activity in the process designates it as an automatic informee, making it non-removable.
That activity's role is changed and is no longer assigned to Secretary, but is changed to Administrator.
Administrator is automatically added as an informee.
Secretary remains an informee as it was initially added manually. However, it can now be removed.