Custom notifications (SM205041)

This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes.

You will get the notifications by email.

You can:

• initiate system set notifications to be received by selected or all user.
• configure your own notifications and also set them to be received by other user.

Users can sign up to receive notification about these changes in particular windows, registrations or documents.

You can create and use notifications with special variables or placeholders where the system will insert the recipient’s personalised data when the system generates the notification.

Search line in list window

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

• White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:

  • space: the result contains the words in any order,
  • %: the result contains the words in the specific order, and the % functions as a wildcard as well.

• Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.

The window toolbar

Button	Description
View window	Opens the window you have selected in Window ID. By doing this you are leaving the Custom notifications (SM205041) window.

The top part

Use this area to either

• create a new notification or
• select an existing notification and view its details.

For a new notification, you select the window from which you want to be notified about changed or if something is created. You also specify the message (the Notification message field) for the notification.

Element	Description
Window ID	Use the magnifier or start typing the window name/ID you want notifications about.
Notification category	A list of areas/categories the notification applies to. You can select between: System information Projects Payments Accounting Orders Invoicing
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 or use the magnifier to see all the notification details.
Notification name	A description of the notification, which will be available in the notification details You can search for the description to select. This value can be an alphanumeric string.
Notification message	This text will be used in the notification.
Active	A check box that indicates (if selected) that this notification is active. and can be viewed on the tab Active. This check box can only be edited for custom notifications. The systems pre-set notifications will always be set to active. If you want to receive notifications by email, go to User settings (SM203010), General information tab, Custom notifications section and select Enable custom notification emails.
No. of days until due

The tabs in this window

Descriptions of the different tabs are expandable in the list below.

The Conditions tab

On the Conditions tab, you can specify the conditions that the system checks each time anything changes in the window you have specified. The system generates a notification only if the conditions are met.

Element	Description
Active	A check box you select if you want the conditions to initiate a notification the recipients you have specified. By deselecting, the conditions and notification will be inactive, but you may activate whenever you want.
Field name	The data field on the window which value is used in the condition.
Condition	The logical operation to apply to the value of the selected data field. The following options are available: Equals Does not equal Is greater than Is greater than or equal to Contains Starts with Ends with Does not contain Is between - requires that you use both Value and Value 2 Is null Is not null
Is relative	A check box that you select 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 selected 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.
Operator	The character representing the action you want to perform. The valid operators are: And Or

The Recipient tab

On the Recipient tab, you can select recipient of the notification.

Element	Description
Active	A check box that you select if this recipient is active and can receive the notification.
Source	The source of the recipient. Select one of the following options: User: The users of the specified Window ID, generally the employees Document: The contacts associated with specific documents such as invoice, suppliers, customers etc. You can filter further in the column recipient when you have selected this option. Role: The users grouped into roles e.g. Administrators When you have selected your source, you can specify further in the Recipient field.
Recipient	After selecting Source, you specify further whom is to receive the notification. Click the magnifier to see the lists of users or roles. If you select Document as your source, you will have more options. These are the options sorted by window: Window Condition Suppliers: Created by The person to be notified is the user that created the supplier. Last modified by The person to be notified is the user that last did a modification in the Suppliers (AP303000) window. Created by The person to be notified is the user that created the supplier. Last modified by The person to be notified is the user that last did a modification in the Suppliers (AP303000) window. Customers: Created by The person to be notified is the user that created the customer. Last modified by The person to be notified is the user that last did a modification in the Customers (AR303000) window. Created by The person to be notified is the user that created the customer. Last modified by The person to be notified is the user that last did a modification in the Customers (AR303000) window. Stock items: Created by The person to be notified is the user that created stock item. Last modified by The person to be notified is the user that last did a modification in the Stock items (IN202500) window.. Product manager > Default contact The person to be notified is the user that is entered in the Product manager field in Stock items (IN202500) window. Created by The person to be notified is the user that created stock item. Last modified by The person to be notified is the user that last did a modification in the Stock items (IN202500) window.. Product manager > Default contact The person to be notified is the user that is entered in the Product manager field in Stock items (IN202500) window. Non-stock items: Created by The person to be notified is the user that created non-stock item. Last modified by The person to be notified is the user that last did a modification in the Non-stock items (IN202000) window. Product manager > Default contact The person to be notified is the user that is entered in the Product manager field in Non-stock items (IN202000) window. Created by The person to be notified is the user that created non-stock item. Last modified by The person to be notified is the user that last did a modification in the Non-stock items (IN202000) window. Product manager > Default contact The person to be notified is the user that is entered in the Product manager field in Non-stock items (IN202000) window. Projects: Created by The person to be notified is the user that created project. Last modified by The person to be notified is the user that last did a modification in the Projects (PM631000) report window. Customer > Created by The person to be notified is the user who created the customer that is entered in the Projects (PM301000) window. Customer > Last updated by The person that will be notified is the user who last updated the customer that is entered in the Projects (PM301000) window. Project manager > Created by The person to be notified is the user who created the project manager that is assigned to the project, not the project manager for the project. Project manager > Last updated by The user to be notified is the user who last modified the project manager that is assigned to the project, not the project manager for the project. Created by The person to be notified is the user that created project. Last modified by The person to be notified is the user that last did a modification in the Projects (PM631000) report window. Customer > Created by The person to be notified is the user who created the customer that is entered in the Projects (PM301000) window. Customer > Last updated by The person that will be notified is the user who last updated the customer that is entered in the Projects (PM301000) window. Project manager > Created by The person to be notified is the user who created the project manager that is assigned to the project, not the project manager for the project. Project manager > Last updated by The user to be notified is the user who last modified the project manager that is assigned to the project, not the project manager for the project. Invoice: Created by The person to be notified is the user that created the invoice. Last modified by The person to be notified is the user that last did a modification in the Invoice (SO643000) report window. Customer > created by The person to be notified is the user that created the customer that is assigned to the invoice Customer > Last updated by The person to be notified is the user that last updated the customer assigned to invoice. Project > Created by The person to be notified is the user who created the project that is set on the top part of Sales invoices (AR301000). Project > Last updated by The person to be notified is the user that last updated the project assigned to the invoice. Customer > Default contact The person to be notified is the one owning the e-mail set in Main contact in the Customers (AR303000) window, General information tab. Default salesperson > Created by The person to be notified is the user who created the Default salesperson in the Salespersons (AR205000) window who is assigned in the Sales invoices (AR301000) window, on the Salesperson commission tab. Default salesperson > Last modified by The person to be notified is the person that last modified the Default salesperson in Salespersons (AR205000) which is assigned in the Sales invoices (AR301000) window, on the Salesperson commission tab. Project > Invoice contact The person to be notified is the user entered on the Summary tab, Invoice contact section, Email in the Projects (PM301000) window, who is assigned to the project set in the top part of Sales invoices (AR301000) window. Created by The person to be notified is the user that created the invoice. Last modified by The person to be notified is the user that last did a modification in the Invoice (SO643000) report window. Customer > created by The person to be notified is the user that created the customer that is assigned to the invoice Customer > Last updated by The person to be notified is the user that last updated the customer assigned to invoice. Project > Created by The person to be notified is the user who created the project that is set on the top part of Sales invoices (AR301000). Project > Last updated by The person to be notified is the user that last updated the project assigned to the invoice. Customer > Default contact The person to be notified is the one owning the e-mail set in Main contact in the Customers (AR303000) window, General information tab. Default salesperson > Created by The person to be notified is the user who created the Default salesperson in the Salespersons (AR205000) window who is assigned in the Sales invoices (AR301000) window, on the Salesperson commission tab. Default salesperson > Last modified by The person to be notified is the person that last modified the Default salesperson in Salespersons (AR205000) which is assigned in the Sales invoices (AR301000) window, on the Salesperson commission tab. Project > Invoice contact The person to be notified is the user entered on the Summary tab, Invoice contact section, Email in the Projects (PM301000) window, who is assigned to the project set in the top part of Sales invoices (AR301000) window. Sales order: Created by The person to be notified is the user that created the sales order. Last modified by The person to be notified is the user that last did a modification in the Sales orders (SO301000) window. Customer > Created by The person to be notified is the user who created the Customer that is on the Sales orders (SO301000) window. Customer > Last updated by The person to be notified is the user that last updated the Customer assigned to the sales order. Project > Created by The person to be notified is the user who created the Project that is on the Sales orders (SO301000) window. Project > Last updated by The person to be notified is the user that last updated the Project assigned to the sales order. Owner > Default contact The person to be notified is the Owner from Sales orders (SO301000) window, the Financial settings tab> Financial information section. Created by The person to be notified is the user that created the sales order. Last modified by The person to be notified is the user that last did a modification in the Sales orders (SO301000) window. Customer > Created by The person to be notified is the user who created the Customer that is on the Sales orders (SO301000) window. Customer > Last updated by The person to be notified is the user that last updated the Customer assigned to the sales order. Project > Created by The person to be notified is the user who created the Project that is on the Sales orders (SO301000) window. Project > Last updated by The person to be notified is the user that last updated the Project assigned to the sales order. Owner > Default contact The person to be notified is the Owner from Sales orders (SO301000) window, the Financial settings tab> Financial information section. Shipments: Created by The person to be notified is the user that created the shipment. Last modified by The person to be notified is the user that last did a modification in the Shipments (SO302000) window. Owner > Default contact The person to be notified is the Owner from the top part of the window. Customer > Default contact The person to be notified is the owner of the main contact email from the Customer (not from contacts tab, but from General info tab > Main Contact > Email. Created by The person to be notified is the user that created the shipment. Last modified by The person to be notified is the user that last did a modification in the Shipments (SO302000) window. Owner > Default contact The person to be notified is the Owner from the top part of the window. Customer > Default contact The person to be notified is the owner of the main contact email from the Customer (not from contacts tab, but from General info tab > Main Contact > Email. Purchase order: Created by The person to be notified is the user that created purchase order. Last modified by The person to be notified is the user that last did a modification in the Purchase orders (PO301000) window. Supplier > Created by The person to be notified is the user who created the supplier. Supplier > Last updated by The person to be notified is the user that last updated the Supplier on the purchase order. Project > Created by The person to be notified is the user who created the project that is assigned to the purchase order. Project > Last Updated by The person to be notified is the user that last updated the Project assigned to the purchase order. Owner > Last modified by The person to be notified is the user who last modified the employee that is set as owner to the Purchase orders (PO301000) window. Owner > Created by The person to be notified is the user who created the employee that is set as Owner to the on the Purchase orders (PO301000) window. Sales order no. > Created by The person to be notified is the user who created the sales order linked in the Other Information tab. Sales order no > Last modified by The person to be notified is the user that last modified the Sales order no. on the Purchase order (PO641000) window. Prepayment ref. no > Created by The person to be notified is the user who created the prepayment linked in the Other Information tab Prepayment ref. no. > Last modified by The person to be notified is the user that last modified the Prepayment ref. no. Created by The person to be notified is the user that created purchase order. Last modified by The person to be notified is the user that last did a modification in the Purchase orders (PO301000) window. Supplier > Created by The person to be notified is the user who created the supplier. Supplier > Last updated by The person to be notified is the user that last updated the Supplier on the purchase order. Project > Created by The person to be notified is the user who created the project that is assigned to the purchase order. Project > Last Updated by The person to be notified is the user that last updated the Project assigned to the purchase order. Owner > Last modified by The person to be notified is the user who last modified the employee that is set as owner to the Purchase orders (PO301000) window. Owner > Created by The person to be notified is the user who created the employee that is set as Owner to the on the Purchase orders (PO301000) window. Sales order no. > Created by The person to be notified is the user who created the sales order linked in the Other Information tab. Sales order no > Last modified by The person to be notified is the user that last modified the Sales order no. on the Purchase order (PO641000) window. Prepayment ref. no > Created by The person to be notified is the user who created the prepayment linked in the Other Information tab Prepayment ref. no. > Last modified by The person to be notified is the user that last modified the Prepayment ref. no.
Window	Condition
Suppliers:	Created by The person to be notified is the user that created the supplier. Last modified by The person to be notified is the user that last did a modification in the Suppliers (AP303000) window.
Created by	The person to be notified is the user that created the supplier.
Last modified by	The person to be notified is the user that last did a modification in the Suppliers (AP303000) window.
Customers:	Created by The person to be notified is the user that created the customer. Last modified by The person to be notified is the user that last did a modification in the Customers (AR303000) window.
Created by	The person to be notified is the user that created the customer.
Last modified by	The person to be notified is the user that last did a modification in the Customers (AR303000) window.
Stock items:	Created by The person to be notified is the user that created stock item. Last modified by The person to be notified is the user that last did a modification in the Stock items (IN202500) window.. Product manager > Default contact The person to be notified is the user that is entered in the Product manager field in Stock items (IN202500) window.
Created by	The person to be notified is the user that created stock item.
Last modified by	The person to be notified is the user that last did a modification in the Stock items (IN202500) window..
Product manager > Default contact	The person to be notified is the user that is entered in the Product manager field in Stock items (IN202500) window.
Non-stock items:	Created by The person to be notified is the user that created non-stock item. Last modified by The person to be notified is the user that last did a modification in the Non-stock items (IN202000) window. Product manager > Default contact The person to be notified is the user that is entered in the Product manager field in Non-stock items (IN202000) window.
Created by	The person to be notified is the user that created non-stock item.
Last modified by	The person to be notified is the user that last did a modification in the Non-stock items (IN202000) window.
Product manager > Default contact	The person to be notified is the user that is entered in the Product manager field in Non-stock items (IN202000) window.
Projects:	Created by The person to be notified is the user that created project. Last modified by The person to be notified is the user that last did a modification in the Projects (PM631000) report window. Customer > Created by The person to be notified is the user who created the customer that is entered in the Projects (PM301000) window. Customer > Last updated by The person that will be notified is the user who last updated the customer that is entered in the Projects (PM301000) window. Project manager > Created by The person to be notified is the user who created the project manager that is assigned to the project, not the project manager for the project. Project manager > Last updated by The user to be notified is the user who last modified the project manager that is assigned to the project, not the project manager for the project.
Created by	The person to be notified is the user that created project.
Last modified by	The person to be notified is the user that last did a modification in the Projects (PM631000) report window.
Customer > Created by	The person to be notified is the user who created the customer that is entered in the Projects (PM301000) window.
Customer > Last updated by	The person that will be notified is the user who last updated the customer that is entered in the Projects (PM301000) window.
Project manager > Created by	The person to be notified is the user who created the project manager that is assigned to the project, not the project manager for the project.
Project manager > Last updated by	The user to be notified is the user who last modified the project manager that is assigned to the project, not the project manager for the project.
Invoice:	Created by The person to be notified is the user that created the invoice. Last modified by The person to be notified is the user that last did a modification in the Invoice (SO643000) report window. Customer > created by The person to be notified is the user that created the customer that is assigned to the invoice Customer > Last updated by The person to be notified is the user that last updated the customer assigned to invoice. Project > Created by The person to be notified is the user who created the project that is set on the top part of Sales invoices (AR301000). Project > Last updated by The person to be notified is the user that last updated the project assigned to the invoice. Customer > Default contact The person to be notified is the one owning the e-mail set in Main contact in the Customers (AR303000) window, General information tab. Default salesperson > Created by The person to be notified is the user who created the Default salesperson in the Salespersons (AR205000) window who is assigned in the Sales invoices (AR301000) window, on the Salesperson commission tab. Default salesperson > Last modified by The person to be notified is the person that last modified the Default salesperson in Salespersons (AR205000) which is assigned in the Sales invoices (AR301000) window, on the Salesperson commission tab. Project > Invoice contact The person to be notified is the user entered on the Summary tab, Invoice contact section, Email in the Projects (PM301000) window, who is assigned to the project set in the top part of Sales invoices (AR301000) window.
Created by	The person to be notified is the user that created the invoice.
Last modified by	The person to be notified is the user that last did a modification in the Invoice (SO643000) report window.
Customer > created by	The person to be notified is the user that created the customer that is assigned to the invoice
Customer > Last updated by	The person to be notified is the user that last updated the customer assigned to invoice.
Project > Created by	The person to be notified is the user who created the project that is set on the top part of Sales invoices (AR301000).
Project > Last updated by	The person to be notified is the user that last updated the project assigned to the invoice.
Customer > Default contact	The person to be notified is the one owning the e-mail set in Main contact in the Customers (AR303000) window, General information tab.
Default salesperson > Created by	The person to be notified is the user who created the Default salesperson in the Salespersons (AR205000) window who is assigned in the Sales invoices (AR301000) window, on the Salesperson commission tab.
Default salesperson > Last modified by	The person to be notified is the person that last modified the Default salesperson in Salespersons (AR205000) which is assigned in the Sales invoices (AR301000) window, on the Salesperson commission tab.
Project > Invoice contact	The person to be notified is the user entered on the Summary tab, Invoice contact section, Email in the Projects (PM301000) window, who is assigned to the project set in the top part of Sales invoices (AR301000) window.
Sales order:	Created by The person to be notified is the user that created the sales order. Last modified by The person to be notified is the user that last did a modification in the Sales orders (SO301000) window. Customer > Created by The person to be notified is the user who created the Customer that is on the Sales orders (SO301000) window. Customer > Last updated by The person to be notified is the user that last updated the Customer assigned to the sales order. Project > Created by The person to be notified is the user who created the Project that is on the Sales orders (SO301000) window. Project > Last updated by The person to be notified is the user that last updated the Project assigned to the sales order. Owner > Default contact The person to be notified is the Owner from Sales orders (SO301000) window, the Financial settings tab> Financial information section.
Created by	The person to be notified is the user that created the sales order.
Last modified by	The person to be notified is the user that last did a modification in the Sales orders (SO301000) window.
Customer > Created by	The person to be notified is the user who created the Customer that is on the Sales orders (SO301000) window.
Customer > Last updated by	The person to be notified is the user that last updated the Customer assigned to the sales order.
Project > Created by	The person to be notified is the user who created the Project that is on the Sales orders (SO301000) window.
Project > Last updated by	The person to be notified is the user that last updated the Project assigned to the sales order.
Owner > Default contact	The person to be notified is the Owner from Sales orders (SO301000) window, the Financial settings tab> Financial information section.
Shipments:	Created by The person to be notified is the user that created the shipment. Last modified by The person to be notified is the user that last did a modification in the Shipments (SO302000) window. Owner > Default contact The person to be notified is the Owner from the top part of the window. Customer > Default contact The person to be notified is the owner of the main contact email from the Customer (not from contacts tab, but from General info tab > Main Contact > Email.
Created by	The person to be notified is the user that created the shipment.
Last modified by	The person to be notified is the user that last did a modification in the Shipments (SO302000) window.
Owner > Default contact	The person to be notified is the Owner from the top part of the window.
Customer > Default contact	The person to be notified is the owner of the main contact email from the Customer (not from contacts tab, but from General info tab > Main Contact > Email.
Purchase order:	Created by The person to be notified is the user that created purchase order. Last modified by The person to be notified is the user that last did a modification in the Purchase orders (PO301000) window. Supplier > Created by The person to be notified is the user who created the supplier. Supplier > Last updated by The person to be notified is the user that last updated the Supplier on the purchase order. Project > Created by The person to be notified is the user who created the project that is assigned to the purchase order. Project > Last Updated by The person to be notified is the user that last updated the Project assigned to the purchase order. Owner > Last modified by The person to be notified is the user who last modified the employee that is set as owner to the Purchase orders (PO301000) window. Owner > Created by The person to be notified is the user who created the employee that is set as Owner to the on the Purchase orders (PO301000) window. Sales order no. > Created by The person to be notified is the user who created the sales order linked in the Other Information tab. Sales order no > Last modified by The person to be notified is the user that last modified the Sales order no. on the Purchase order (PO641000) window. Prepayment ref. no > Created by The person to be notified is the user who created the prepayment linked in the Other Information tab Prepayment ref. no. > Last modified by The person to be notified is the user that last modified the Prepayment ref. no.
Created by	The person to be notified is the user that created purchase order.
Last modified by	The person to be notified is the user that last did a modification in the Purchase orders (PO301000) window.
Supplier > Created by	The person to be notified is the user who created the supplier.
Supplier > Last updated by	The person to be notified is the user that last updated the Supplier on the purchase order.
Project > Created by	The person to be notified is the user who created the project that is assigned to the purchase order.
Project > Last Updated by	The person to be notified is the user that last updated the Project assigned to the purchase order.
Owner > Last modified by	The person to be notified is the user who last modified the employee that is set as owner to the Purchase orders (PO301000) window.
Owner > Created by	The person to be notified is the user who created the employee that is set as Owner to the on the Purchase orders (PO301000) window.
Sales order no. > Created by	The person to be notified is the user who created the sales order linked in the Other Information tab.
Sales order no > Last modified by	The person to be notified is the user that last modified the Sales order no. on the Purchase order (PO641000) window.
Prepayment ref. no > Created by	The person to be notified is the user who created the prepayment linked in the Other Information tab
Prepayment ref. no. > Last modified by	The person to be notified is the user that last modified the Prepayment ref. no.

The Fields tab

On the Fields tab, you have an overview of the fields used in the notification.

Element	Description
Active	A check box that you select if this Field name is active for this notification.
Field name	The field to be monitored for changes. Recipients will be notified each time the value of the field changes under the conditions set in the conditions tab.

Related reference

Automation notifications (SM205040)

Send reports (SM205060)

Related pages

Concepts

• About change notifications on data entry windows