Notification Routines are defined by the Administrator user in the File Cabinet window and may be based on any folder or document type defined within Virtual Ticket (except for the Digital Resources folder type). For each Notification Routine, you may specify the type of event (addition, update, or deletion) that will trigger the notification, optionally set additional restriction conditions for generating the notification, indicate the notification delivery method, and specify the recipients of the notification by selecting from a list of users and groups defined in the system (and optionally define additional restrictions to limit the recipients).
A notifications branch will appear in the tree structure for each Folder Type and Document type defined in the system (except for the Digital Resources folder type).
In this capture, the Notification branchesappear for theJobsfolder typeand for the Change Order document typein theFile Cabinetwindow.
Note: Defining notifications in the File Cabinet will establish notification routines within the Virtual Ticket system. Notifications may also be generated manually as needed by the end users of Virtual Ticket by holding down the ALT key when updating a form.
Procedures
Creating notifications
Open theFile Cabinet by selecting File Cabinet in the Administration menu.
SelectaNotifications branch in theFile Cabinetnavigation pane for thefolder/documenttypeon which the Notification will be based. Notification branches are present for all Folder Types and Document Types defined in the system, except for Digital Resources. Expanding the notifications branch will display any previously defined notification routines for the folder/document type.
Click New () and select Notification. The Notification routine editor will be displayed in the File Cabinet window display pane.
Type the subject of the Notification Message Subject field. The subject can include up to 32 alphanumeric characters. The Message Subject will be displayed in the subject line of sent notifications, and once the notification is saved, will also be used as the notification routine's Name in Notification branches of the File Cabinet window.
Type the text you want to include in the notification body in the Message field. This is the information you want recipients of the notification to read.
Select either the Added, Updated, or Deleted radio button in the Condition tab. This will instruct the Virtual Ticket system to process the notification routine whenever record information for the selected folder/document type is added, updated, or deleted in the system.
OPTIONAL: Add additional restrictions to the condition by clicking theCondition Editor button ( ) in the Condition tab and defining the logic for the condition. If no condition is defined, the condition will read "None". If a condition is defined, a notification will only be generated when the specified add, update, or delete event takes place in the system AND the event matches the condition specified herein. For details on defining send conditions, please refer to the "Setting Up Notification Conditions" section below.
Select the Recipients tab and check the Notify checkbox for each user andgroup who you want to receive the notification. If a group is selected, the notification will be delivered to each user who is a member of the selected group. Notifications will be delivered to all selected users (and users belonging to selected groups) unless they are excluded by additional restrictions on recipients (see below).
Optional:Define additional restrictions on recipients by clicking theCondition Editor button ( ) in the Recipients tab and defining the condition logic. The condition defined for additional restrictions on recipients is evaluated against each recipient selected above. Only if the condition evaluates to True for a recipient will they receive the notification. For details on setting additional restrictions on recipients conditions, please see "Setting Up Additional Recipient Restriction Conditions" below.
Optional: Click the "Show confirmation prior to delivery" checkbox todisplay a notification Confirmation window to users responsible fortriggering the notification. The Confirmation window will appear prior to notification delivery, and allows the user to modify the notification's subject, message, and recipients (or cancel the notification entirely) prior to delivery.
Click Save (). This will save the notification routine to the database and display its name in the corresponding Notifications branch of the File Cabinet.
At this point, Virtual Ticket will transmit a notification, either automatically or by prompting the user, each time a corresponding record is added, updated, or deleted in the system.
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