Subscriptions

View Subscriptions can be sent if there is a necessity to notify a user about a current state of any TeamDesk view at regular intervals (Daily, Weekly or Monthly).

For example, every day you want to notify users about the overdue tasks assigned to them. So, the “Overdue tasks” view should be sent to users daily.

To create a new subscription 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 view subscriptions. The system will display the Scheduled View Subscriptions form:

If you want to edit the existing subscription, click the Edit button next to the necessary subscription entry. You can also copy the existing subscriptions or delete them clicking the corresponding buttons on the form.

Moreover, you can enable or disable sending the view subscriptions in the common list displayed on the form: 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 subscription, click the New button at the top of the form. As a result, the New Subscription form will be displayed.

In the General section of the form enter the view subscription general data:

Name

In the Name field enter the name of the new view subscription.

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.

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.

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.


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


Subject

In the Subject field enter the subject of the new view subscription.

Body

In the Body field enter the basic information of the view subscription. Note that the body of the view subscription may contain placeholders. Use the % character to list the available placeholders, that can be inserted into subscription.

You can use the following placeholders:

%AppName%

The name of this database

%AppOwner%

The owner of this database

%AppLink%

The link to the database

%ViewName%

The name of the view

%ViewData%

The view data

%ViewLink%

The link to the view

%Recipient%

The notification recipient

Access rights for the placeholders 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 a necessary format of the view subscription: HTML or Plain Text.


In the Subscription section of the form enter the data specifying when the view subscription should be sent:

Period

In the Period field specify the period in which the view subscription should be sent and specify additional subscription options if available:

  • Select Daily if view subscriptions should be sent every day;
  • Select Weekly if view subscriptions should be sent every week. In the displayed list select a day(s) of the week when view subscriptions should be sent.
  • Choose the Monthly option and specify the day of the month to send the view subscription every month.
  • Specify the time to process the trigger (midnight is the default). The TimeZone coincides with the TimeZone specified in the Database Properties.

View

In the View field enter the name of the view for which the e-mail should be sent.

If the Don’t send when there are no results option is checked, the subscription will not be sent when there are no records in the view. For example, there are no any overdue tasks on the specified date, so the “Overdue tasks” view is empty and the subscription will not be sent.

Notification enabled

Select the Notification enabled check box to enable sending the view subscription.

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

Next: Reminders