Adding On Demand Notifications

On-demand notifications are pre-configured notifications that you can send to any active email address. You configure the rules of a notification in an on-demand notification blueprint.

Example of on-demand notification scenario

The following table provides an example on-demand notification scenario.

Scenario	Members of the executive team want to receive the status of remediation plans periodically. Not all team members have access to Archer.
Action	A user with administrative rights creates an on-demand notification blueprint called Remediation Plans. Specific values from a record in a specified location are placed within the Subject line and Body of the template, including the name and status of each remediation plan. The email addresses of every member of the executive team are added as recipients. Email addresses for non-Archer users are entered manually in the Static field.
Result	A user adds new information to a remediation plan that affects other plans. The user clicks in the page toolbar to copy the page link to a clipboard. This link is sent to every member of the executive team with the status of the remediation plans.

Elements of on-demand notifications

The following table describes the elements of an on-demand notification.

Element	Description
Recipient	By default, the email address of each recipient is entered manually. Optionally, you can specify the recipient type CC, BCC, and To.
Delivery	On-demand notifications can only be sent instantly.
Subscription	Recipients of on-demand notifications cannot subscribe or unsubscribe to the notifications.
Access	The access right for an on-demand notification is specified in the Access section of the General tab. The following options are available: Public. All application and questionnaire users will automatically be granted unrestricted access to use the notification blueprint. Private. Only specified users and groups can access the notification blueprint.

Add on-demand notification

1. From the menu, click > Notifications, and click Application Notifications.
2. Click .
3. From the Type list, select On Demand Notification.
4. From the Application list, select the application to which you want to link the notification to.
5. Click Continue.
6. In the General tab, go to the General Information section, enter the name and description of the notification.

7. To enable advanced workflow actions by email for this notification, select Enable Advanced Workflow Actions by email.

   Important: To use Advanced Workflow Actions by Email, you must have a user account with Advanced Workflow Actions by Email. For more information, see Adding User Accounts or Updating User Accounts. You must also ensure that Advanced Workflow Actions by Email is enabled in all applicable applications, questionnaires, and advanced workflows.

8. In the Access section, select whether the notification is to be public or private. If you select private, select the users and groups that you want to give access to.

9. Go to the Content tab, in the Template Design section, select the letterhead and body layout that you want to use.

   1. In the Subject line, enter the text you want to show as the subject of the notification. You can also select a subject that you want from the Subject Options.

      Note: You cannot include the following fields in the subject line: Attachment, Cross-Application Status Tracking, Image, Record Permissions, Sub-Form, Questionnaire Reference, Access History, and History Log.

   2. In the Body field, enter the content you want to show in the notification as text or reference links. You can also select the field, report, or link that you want from the Body Options.

10. Click Preview, to verify that the layout you selected is the one that you want to use.

11. Go to the Delivery tab. Enter the email properties for this notification.

    1. (Optional) In From Address field, enter the email address from which this notification will be sent. This configuration will be used only for the notification sent via AWF.

    2. (Optional) In the Alias Field, enter the name you want to use as the sender for the email from address.

    3. (Optional) In the Importance field, select the status you want to associate to this email: Normal, High, Low.

    4. (Optional) In Read Receipt, select whether an acknowledgment is sent after the notification is opened by the recipient.

       • To receive an acknowledgment, select Enable Return Receipt.

       • To not receive an acknowledgment, select Disable Return Receipt (this is the default selection).

    In the Recipients section, enter the list of users or groups who will receive this notification. The recipient list can be dynamic or static list based on the notification type.

    • Dynamic list. A dynamic list is based on the values of a Users and Groups list and record permissions or an email address stored in a field. You can expand the users, groups, and fields tree to select the recipients who are to receive this notification and click Apply.

    • Static list. You can enter the email addresses of the recipients who are to receive this notification. When entering more than 1 email address, use a semi-colon to separate the email addresses of the recipients.

12. Click Save.