Notifications

E-mail notifications can be sent if there is a necessity to notify a user about changes in a table record.

When a notification is created, the notification metadata is converted to the pair of a record change trigger and an email alert action. It means that the trigger with the email alert action is added to a database automatically and vice versa the trigger with a sole email alert action that is not reused elsewhere is viewed and edited as the notification – on a single screen; but these trigger and action are also listed under workflow triggers and actions to allow fine-tuning.

To create a new notification or modify an existing one:

Click the Setup link in the top right corner of the window.

Select a table you need.

From the setup menu select E-mail Notifications > Configure e-mail notifications. The system will display the Record Change Notifications form:

If you want to edit the existing notification, click the Edit button next to a necessary notification entry. Also you can copy the existing notifications or delete them clicking the corresponding buttons on the form.

Moreover, you can enable or disable sending e-mails in the common list of the notifications: select the checkbox next to a necessary record and click the Enable or Disable button. Use the Action checkbox for multiple selections.

To create a new notification, click the New button at the top of the form. As a result, the New Notification form will be displayed.

In the General section of the form enter the e-mail notification general data:

Name

In the Name field enter a name of the e-mail notification that you are creating.

From

In the From field specify from whom the notification should be sent.

You can use the following options:

Option

Description

notify@teamdesk.net

The notification will be sent from the notify@teamdesk.net email address.

Database Owner

A database owner name and e-mail will be indicated in the From field of the notification.

Me

Your user name and e-mail will be indicated in the From field of the notification.

The User

You can specify a user whose e-mail and name will be indicated in the From field.

The address listed in the column

If there are columns of the E-mail type in a table, you can specify a column name. As a result, the column value will be displayed in the From field of the notification.

Specific e-mail address

You can type-in a specific e-mail address and this e-mail address will be displayed in the From field.

To /Cc/Bcc

In the To field select options defining to whom the notification should be sent. You can specify one or many options described below.

Option

Description

All users with access

The notification will be sent to all users who have the access to the database.

Me

The notification will be sent to your user e-mail. You entered this e-mail, when registered as a database user.

The User

You can specify a user whom the notification will be sent.

All members of the role

You can choose a role and the notification will be sent to the users whom this role is assigned.

The address listed in the column

If there are columns of the E-mail type in the table, you can specify the column name. As a result, the notification will be sent to the e-mail value displayed in this column.

Specific e-mail address

You can type-in a specific e-mail address and the notification will be sent to it.

If it is necessary, in the Cc and Bcc fields, you can define to whom a copy of the notification should be sent.

Do not notify modifier

Check the Do not notify modifier option, if you do not want to send the e-mail notification to a person who added, modified or deleted the record.


In the E-mail Contents section of the form enter the data concerning e-mail contents:

Subject

In the Subject field enter a subject of the new e-mail notification.

Body

In the Body field enter the basic information of the notification. Note that the body of the e-mail notification may contain placeholders (for example, the name of the action: modifying/adding/deleting table records). To configure the body of the message, use the % sign to choose and insert the placeholders you need. Also you can click [ to list all columns of a table and insert column variables you need. Moreover, you can type first letters of the column name after the [ sign and the columns starting with these letters will be displayed in the dropdown.

You are able to select the following placeholders:

%AppName%

The name of this database

%AppOwner%

The owner of this database

%AppLink%

The link to the database

%RecData%

The copy of the record

If the column values are changed, the column names are highlighted in red.

%RecChanges%

The list of the record changes

When a record is modified the old and the new column values will be listed in the notification body.

%RecLink%

The link to the record

%RecId%

The record built in Id

%RecKey%

The record key column

%Action%

The record action

%Modifier%

The record modifier

%Recipient%

The notification recipient

When the [ symbol is entered, the columns comprised in the Table are listed in the dropdown.

If the current column value should be inserted into the notification body, just select the column name from the dropdown.

In case the column value has been changed and you want to display the previous/old column value in the email body, you can click on the <old value> option in the dropdown and select the column from the newly opened list.

Access rights for the placeholders/columns in the message body are determined by access rights of the user specified in the To field. In case of arbitrary e-mail columns or an arbitrary e-mail address, the access rights of the database owner will be used.

Recipients specified in the Cc and Bcc fields will receive a copy of the message sent to the recipient specified in the To field regardless of their access rights.

Format

In the Format subsection select the necessary format of the notification: HTML or Plain Text.

Attach Document

In the Attach Document dropdown select a generated document that should be automatically sent by email.



In the Notifications section of the form enter data specifying when the notification should be sent:

Notify when record is

In the Notify when record is field you can define the actions when the e-mail notification should be sent.

and when value changes in

In the and when value changes in section you can select the Specific column(s) option to specify what columns should influence the notification sending. As a result, the notification sending will be triggered when data is changed in the selected columns.

Filter

In the Filter field specify conditions that should be met to send the notification:

  • Select All records if changes should concern all records in the table;
  • Select Only records that meet certain criteria if changes should concern only specific records in the table. Specify necessary conditions using the drop-down lists at the bottom of the Filter subsection.
  • Select the Custom formula option if you want to specify a formula by which the table records will be filtered. More details about the formulas are described in Formula Language Reference.

Notification enabled

Select the Notification enabled checkbox to enable notifying.

Click the Save button to save the information entered in the form.

To check quickly the filter conditions specified in the notification and review records that could be affected, go to the notification list, click directly on the notification name and use the View Records button displayed on the notification form.

Next: Subscriptions