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

When a notification is created, the notification metadata is converted into a record change trigger and an email alert action. This 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, all on a single screen. However, 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:

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

  2. Select the table you need.

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

Notifications List

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

Moreover, you can enable or disable sending emails 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.

General Properties

Notification 1

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

Enter the name of the e-mail notification that you are creating.
Specify from whom the notification should be sent.
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 messages sent to every recipient specified in the To field regardless of their access rights.

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.

Email Contents

E-mail Contents

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

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 placeholder writing, you may type the 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.
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 the 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.

Columns 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.

Select the necessary format of the notification:
Attach Document
Select a generated document that should be automatically sent by email.
Attach File
In the 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.


Notification Section

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

Notify when record is
Define the actions when the e-mail notification should be sent. Notification can be sent when the record is:
and when the value changes in
Select the option to specify what columns should influence the notification sending. The following options are available:
Specify conditions that should be met to send the notification:
Notification enabled
Select the checkbox to enable notifying.

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

To quickly check 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.

E-mail Notification