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:
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Name |
In the Name field enter a name of the e-mail notification that you are creating. |
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From |
In the From field specify from whom the notification should be sent. You can use the following options:
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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.
Recipients specified in the Cc and Bcc fields will receive copies of the notifications sent to every recipient specified in the To field regardless of their access rights. If it is necessary, in the Cc and Bcc fields, you can define to whom a copy of the notification should be sent. |
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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:
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Subject |
In the Subject field enter a subject of the new e-mail notification. Furthermore, in this field you can use any column placeholder, just write a column name in square brackets [ ], for example [Column Name]. To simplify the placeholder writing, you may type first letters of the column name after the left square bracket sign [ in the notification Body and the columns starting with these letters will be displayed in the dropdown, then you can cut/paste this placeholder from the Body into the Subject field. |
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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:
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. |
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Format |
In the Format subsection select the necessary format of the notification: HTML or Plain Text. |
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Attach Document |
In the Attach Document dropdown select a generated document that should be automatically sent by email. |
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Attach File |
In the Attach File dropdown you can select a File Attachment column name. As a result, the file kept in this column will be attached to the E-mail notification. |
In the Notifications section of the form enter data specifying when the notification should be sent:
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Notify when record is |
In the Notify when record is field you can define the actions when the e-mail notification should be sent. |
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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. |
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Filter |
In the Filter field specify conditions that should be met to send the notification:
Please note: First, a record is changed and saved by a user, after that the trigger checks the filter and if the record corresponds to the filter, the notification is sent. |
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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.
