How to Create Standard and Filter-Based Email Notifications

How to Create Standard and Filter-Based Email Notifications

This articles covers:

1. Intro - Types of Email notifications
2. How to create a Standard Email Notification
3. How to create a Filter-Based Email Notification

TYPES OF EMAIL NOTIFICATIONS

In Assure, in addition to System Based notifications Admin User can create two types of Email notifications:

• Standard Notifications allow users to receive email alerts when records are created and edited or the status is updated.
• Filter-based notifications can be used to create notifications with more granular control triggers.

Both types can be set up by an admin user

In addition, System based notification are standard system messages relates to actions, approvals, reviews, Portal events etc, that cannot be modified for a customer.

 

Standard notifications	Filter-Based Notifications
Used for general updates to status of a record or an event.  Can be triggered by Creation of a record Edit of a record Status change, i.e. RAG status change of a record IQ template event	Used for more granular updates with more controls over triggers  Can be triggered by A date the notification is scheduled for, i.e. sent on a specific date to provide a list of records Or by an event – sending an email when something has happened
Typical examples A hazard has been reported – please review A high priority incident has been submitted Audit record has been edited	Typical examples Sent a list of incidents that have happened this week to a group of people Sent a list of upcoming maintenance checks Sent me a list of hazards reported within the last week Sent me an email when my training is overdue Sent an email when a DSE assessment is due Sent me an email that a contactor insurance is due to expire in the next 30 days

 

A – HOW TO CREATE A STANDARD NOTIFICATION

Before you start setting up your notification, make a plan:

• Who is it for?
• What information do they need?
• When should they receive it

This will allow you to decide how to set up your notification.

 

To set up email notification you need to follow these steps:

 

 

Step 1: Set up the email template

Before setting up your Email notifications you need to have a template. If you are creating a new notification for a module that does not have an existing email template, you will need to create this first.

Please view the article for Creating an email template for details.

If you are building a scheduled notification, please make sure you create a ‘Record Summary Email’ template as described in the article.

 

Step 2: Set up your audience / Create notification groups

Notifications can be sent to individual users, ‘created by users’, ‘notification groups’ or ‘Person(s) linked to a record’.

If you want to send an email to Person(s) linked to a record, please make sure that they have a valid Email address set up in their record in the person register.

If you want to send an email to a group of users, please follow these steps to set up a notification group.

Select ‘Notification Groups’ from ‘System Configuration’ in the ‘Settings’ menu and click ‘New Record’.

The following screen will open to be completed.

Enter a group name and description to enable you to easily identify the group.

Click the Add button to add users to the group.

Click Save & Close

 

Step 2: Set up the email notification details.

You are now ready to set up the email notification.

To create a new notification, navigate to ‘Notification’ in ‘System Configuration’ in the ‘Settings’ Menu and click ‘+New Record’.

 

 

 The notification set up screen will open.

 

Decide on a Name for the Notification. If this is related to the name of the Notification Group this will help when linking and referencing the Notification.

The Module Title is the title of the module you are creating the notification for, i.e. Incident, Risk etc.

If you want to include any fields from an iQ template linked to this module, please select a Template from the list.

Step 3: Set up the Notification Triggers

 

The ‘Trigger Setup’ section allows you to select when you wish an email to be sent.

 

 

Use Record Status & Event to create a Standard notification and select one or multiple of the trigger options.

 

 

You can also link the record status events based on record priority (RAG Rating)

 

 

 

Portal Event Triggers:

 

Please Note that Portal Event triggers do not use the user specified email template linked to the Notification, a standard system email template is sent that includes all the fields of the Portal submission.

Priority triggers (RAG Rating) does not apply to Portal Events.

 

 

 

Step 4: Select your Email template and Recipients:

The email Template is the template used to format the content of the notification email that is sent to the user. This template should have already been set up.

 You have various options for Recipients:

• If the Notification is for an Individual User, select this and select the user from the list.
• If the Notification is for the Default Notification Recipient, select this. (This option requires the Default recipient to have been set up within the Org Unit details)
• The Notification Group will allow you to send the notification to multiple Users. Click the Add button to select the Group you created previously.
• The Created By User functionality means the System will recognise the User who has created the Record and send the notification to them in line with the Notification criteria.
• The Person(s) Linked to Record will allow you to send notifications where a person record is linked to the module record and the linked person record has a valid email address. This could be more than one person where there are multiple person links.

 

HOW TO CREATE A FILTER-BASED NOTIFICATION

Follow steps 1 – 4 from the Standard notification
For Step 3 follow these instructions

Step 3: Set up the Notification Triggers

Select ‘Filter Condition’ as your notification trigger

 

Selecting the + button for the filter allows you to create filter criteria for your notification.

Please note:  This filter will not be available for selection in the module.

 

The criterion options will then appear.

The available fields will be taken from the Module selected in the Notification setup.

You need to include at least one date-based filter.

If “On Create” or “On Edit” is selected the system will check to see if this criteria is a trigger for a notification when the a record is created or edited. If it is the specified recipients will receive an email with details of the created/edited record.

Example Filter:

You want to create a notification of all incidents that were created in the last week.

• You select the Incident Module
• And your filter would be set up as below

 

With the following Filter Criteria:

 

Next you can decide when the notifications will be sent.

Filtered notifications can be configured to send out on specific days of the week:

If “On Scheduled Day” is selected, then the filter will run during an overnight process and all records that match the filter will be sent out in an email.

For that reason, it is recommended to add an additional filter condition for the timeframe the records were created in to limit the number of records returned.

For Example:

If “On Scheduled Day” is selected, then the Email template selected must be a Records Summary Email.

 

Step 4: Select your Email template and Recipients

Follow the steps as described in Creating a Standard Email Notification.