Automation notifications (SM205040)
You can use this window to configure private and public notifications about record changes. You configure private notifications to be received by only particular recipients. You configure public notifications about typical changes that might occur in documents of a specific type, and users can sign up to receive notification emails about these changes in particular documents.
You can create and use email templates with special variables—that is, place-holders where the system will insert the recipient’s personalised data when the system generates the email. Alternatively, an electronic version of the changed document can be sent as an attachment or as the email body if an appropriate report (to be used as a template for generating the electronic document) is specified.
The window toolbar
| Button | Description |
|---|---|
| View window | Opens (as a pop-up window) the window for which the notification is configured. |
The Change notification area
You can use this area to create a new notification or to select an existing notification and view its details. For a new notification, you select the Visma Net window on which the document is created or changed. You also specify whether the notification email should contain the document (generated in accordance with its template, which is defined by the report you specify) or a predefined message with the document used as an attachment.
| Element | Description |
|---|---|
| Window ID | The ID of the Visma Net window (screen). Click the selector icon to display the tree, and select the window by its name from the tree. |
| Notification ID | The unique identifier, which the system automatically assigns (by using the Description value) when you save the notification for the first time. You can select existing notifications by their IDs and view notification details. |
| Description | A description of the notification, which will serve as its identifier. This value can be an alphanumeric string of up to 10 characters. |
| Active | A check box that indicates (if selected) that this notification is active. |
| Public | A check box that indicates to the system (if selected) that this notification is public, which means that other users can sign up to receive notification emails. |
| Subject | The subject to be used for notification emails. |
| Data source | The data source of the notification email. Select one of the following options:
|
| Report ID | The report that is a template for generating documents if Report is selected as the data source. The document based on the specified report can be sent as an email attachment or as the email body. |
| Report format | The format to be used for the document if Report is selected as the data source. |
| Embedded | A check box that you select t to indicate to the system that the report-based document should be used as the email body. This check box is available only if Report is the selected data source. |
| Action name | The action to be executed once the notification email is generated. If you select an action that is actually a menu, you can select a particular action in the Menu text field. The Action name field is available only if you have selected Action as the data source. |
| Menu text | The action from the menu selected in the Action name field to be executed once the notification email is generated. Menu text is available only if you have selected Action as the data source and have selected an action that is a menu. |
The Message tab
On this tab, you can create a message by using a WYSIWYG text editor with a text field and toolbar. The toolbar of the text editor has formatting tools similar to the ones used by many popular text editors. You can insert place-holders—system variables enclosed in double parentheses, such as ((CustomerFullName))—to use recipient data to personalise notification emails when they’re sent.
This tab doesn’t appear if you select the HTML report format and you select the Embedded check box.
By using the editor, you can perform the following actions:
- Type the text of the email
- Insert place-holders (special links to recipient data) into email text and the To and Subject elements
- Change a font and size for selected text
- Copy, cut, and paste selected text
- Create a numbered or bullet list
- Attach a file to the email by clicking the Attach file icon on the editor toolbar
- Insert an image by clicking the Insert image icon on the editor toolbar
The Conditions tab
On the Conditions tab, you can specify the conditions that the system checks each time the document is saved. The system generates a notification email only if the conditions are met.
| Column | Description |
|---|---|
| Active | A check box that you select t if the condition specified in this row is active and should be used for the notification. |
| Brackets | The opening bracket for a logical expression. Brackets are used to designate the order of operations. |
| Field name | The field in the window whose value is used in the condition. |
| Condition | The logical operation to apply to the value of the chosen data field. The following options are available: Equals, Does not equal, Is greater than, Is greater than or equal to, Is less than, Is less than or equal to, Contains, Starts with, Ends with, Does not contain, Is between, Is null, and Is not null. |
| Is relative | A check box that you select t if the field value is relative to the current business date. This option is used only for date fields. |
| Value | The first value of the condition to be compared with the chosen data field value. Most of the conditions require only one value, while Is between requires two values. |
| Value 2 | The second value of the condition, if required by the chosen condition. |
| Brackets | The brackets for enclosing a logical expression. Brackets are used to designate the order of operations. |
| Operator | The logical operator, And or Or, to be used to join logical expressions on different lines. |
The Addresses tab
On this time, you can select email addresses to which the notification emails are be sent.
| Column | Description |
|---|---|
| Active | A check box that you select t if this address is active and should be used for the notification. |
| Source | The source of the recipient addresses. The option you select determines the email addresses you can select from in the Email field. Select one of the following options:
|
| The email address of the user or contact. | |
| Type | The way this type of the email address should be used. You can select from the following options:
|
The Fields tab
On the Fields tab, you specify the window fields any changes in which for the document should be monitored by the system. When a user clicks Save, if the system detects that the field values have been changed since the last notification, a new notification email will be generated.
| Column | Description |
|---|---|
| Active | A check box that indicates (if selected) that you intend to monitor the field (specified as the Field name ) for changes. |
| Field name | The field to be monitored for changes. Recipients will be notified each time the value of the field changes. |