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.

Notes

The Notes field can hold any developer’s comments that need to be kept for this subscription. The comments will be visible in the Setup mode only.

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. For example, if the user John Doe selected the "Me" option in the notification settings and another user reviews the settings of the notification, this other user can see John Doe user name, but not the "Me" option. Moreover, it means that the email of the registered user John Doe is used in the notification.

The User

You can specify a user whose e-mail and name will be indicated in the From field. Furthermore, if there are more than 50 users in the database user list , you should enter some letters or words to find a user you need. By default the first 50 names of users are listed in the dropdown.

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. For example, if the user John Doe selected the "Me" option in the notification settings and another user reviews the settings of the notification, this other user can see John Doe user name, but not the "Me" option. Moreover, it means that the email of the registered user John Doe is used in the notification.

The User

You can specify a user whom the notification will be sent. Furthermore, if there are more than 50 users in the database user list , you should enter some letters or words to find a user you need. By default the first 50 names of users are listed in the dropdown.

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.

Recipients specified in the Cc and Bcc fields will receive copies of the messages sent to every recipient specified in the To field regardless of their access rights.


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. 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.

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.

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:

View

In the View dropdown choose a name of a view, that should be inserted into the body of subscription.

Please note, if the Body field does not comprise the %View Data% or %View Link% placeholder, the selected View will not be included into subscription.

Avoid Empty Reports

If this 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.

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.

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.

If you click on a subscription name, below the Subscription form you can see the Log displaying whom and when the system sent th is subscription.

Next: Reminders