Adding Subscription Notifications

Subscription notifications allow subscribers to receive email alerts on a set schedule or instantly when records are added or updated in a application or questionnaire.

Administrators can create notification blueprints for any application to which they have ownership rights.

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Subscription notification rules

The rules for a subscription notification are captured in a notification blueprint, the triggering mechanism for alert emails.

For example, you can create a notification blueprint, specifying that an alert email is sent to all members of the Risk Response team each time a new issue is reported. You can apply filters to this blueprint so that email messages are sent only when the values Urgent and High are selected in the Priority field. By applying filters, you can limit the number of alert emails that are triggered by the blueprint.

Users select which notifications to receive using the Manage Your Email Subscriptions option in the User Preferences menu. They can receive notification emails using any email-based device.

Add a subscription notification

  1. From the menu, click Admin menu > Notifications >  Application Notifications.
  2. Do one of the following:
    • Click Add New Add. Select the Type and Application and click Continue.
    • In the Actions column of the subscription notification to copy, click A copy icon. .
  3. In the General tab, in the General Information section, enter the name of the notification and the description.

  4. In the Content tab, in the Template Design section, select the letterhead and body layout you want to appear in the notification.

    1. In the Letterhead field, select the letterhead you want.
    2. In the Body Layout field, select the layout for the body of the notification, and click OK.
    3. In the Preview field, verify that the layout you selected is the one you want to use.
      • If the layout is what you want to use, go to the next step.
      • If the layout is not what you want to use, repeat steps b and c.
    4. In the Subject line, enter the text you want to show as the subject of the notification.

      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.

    5. In the Body field, enter the content you want to show in the notification as text or reference links.
      • To enter a field, select the field or template you want for the admin type from the Body Options field.
      • To enter a report, select the report you want from the Body Options field.
      • To enter a link, select the link you want from the Body Options field.

  5. In the Delivery tab, in the Email Properties section, do the following:

    1. In the From Address field, enter the email address from which this notification will be sent.
    2. (Optional) In the From 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.
      5. If you want to receive acknowledgment, select Enable Return Receipt.
      For new notifications, you must enter complete any required fields and save the notification before you can select Enable Return Receipt.

  6. In the Delivery Schedule section, define the frequency and its values for sending this notification.

    1. In the Recurring field, select the period in which you want to send the notification. Your selection determines what you do next.
    2. Enter the applicable values for the frequency you selected.
      The following table lists the actions for each frequency.

      Frequency

      Action

      Instantly

      Go to the next step.

      Daily

      1. In Time, set the time that you want to send the notification.
      2. In Time Zone, select the Coordinated Universal Time (UTC) time zone.

      Weekly

      1. In Day, select the day of the week that you want to send the notification.
      2. In Time, set the time that you want to send the notification.
      3. In Time Zone, select the Coordinated Universal Time (UTC) time zone.

      Monthly

      1. In Day, select the day of the month (1 through 31) that you want to send the notification. Because not all months have 31 days, you might want to consider 28 or before.
      2. In Time, set the time that you want to send the notification.
      3. In Time Zone, select the Coordinated Universal Time (UTC) time zone.

      Quarterly

      1. In Time, set the time that you want to send the notification.
      2. In Time Zone, select the Coordinated Universal Time (UTC) time zone.

        Note: A quarterly notification is sent on the first day of January, April, July, and October.

      Reminder

      1. In Time, set the time that you want to send the notification.
      2. In Time Zone, select the Coordinated Universal Time (UTC) time zone.
      3. In Criteria, do the following:
        1. In Field Name, select the date field to be used for evaluating the filtering condition.
        2. In Operator, select the applicable operator, Equals, Does Not Equal, Less Than, or Greater Than.
        3. In Days, select the number of days on which to evaluate the occurrence.
        4. In Target, select After Date or Before Date.
      4. (Optional) To add another condition, click Add New and repeat the steps for adding criteria.
      5. (Optional) To delete a criteria row, in the Actions column, click Delete.
    3. In Digest Content Published, do one of the following for records that satisfy the specified Notification filter criteria and were generated or changed within the time period as defined by the Frequency and Time settings:

      Important: If you make changes to this filter, those changes are not applied to any notifications currently in the queue.

      • Select Any Version to include any records that satisfied filter criteria since the last sent digest.
      • Select Current Version Only to include unsent records that met previous and new filter criteria.

  7. In the Subscriptions section, click the type for the default subscriber.

    The following table describes the subscriber types.

    Subscriber Type

    Description

    No Users

    Users are not subscribed by default. Users can subscribe and cancel at any time.

    New Users

    New users receive notifications by default, but they can cancel the subscription at any time.

    All Users

    New and existing users receive notifications by default, but they can cancel the subscription at any time.

    Required

    New and existing users receive notifications by default, but they cannot cancel the subscription.

  8. In the Email Recipient Options section, specify whether to send separate or 1 email notification.

    You can set email recipient options to determine whether you want send a separate notification email to more than one recipient or send one email to multiple recipients.

    The following table describes the properties.

    Property

    Description

    Send Each Notification As
    • Separate Emails - Sends a separate email to one or more recipients. Addressees receive an email that has been customized for permissions, culture, time zone, and locale. This option allows you to use only the To field for recipient email addresses.
    • One Email - Sends an identical email to multiple recipients. This option is primarily intended for a limited number of recipients and is not customized for culture, time zone, and locale. If there is content in a notification that all recipients do not have permission to view, the notification is only sent to those recipients who have appropriate view permissions.
      • This feature allows you to use the To, Cc, and Bcc fields for recipient email addresses. The maximum allowable number of recipients for this option, expressed as a total from all three addressee fields, is determined in the Archer Control Panel.

    Recipients
    1. Do one or more of the following for the recipient email addresses:
      • Expand the Groups tree and select the groups you want to receive the notification.
      • Expand the Users tree and select the users you want to receive the notification.
      • Expand the Fields tree and select the fields that contain the dynamic recipient based on record permissions or email address.
    2. Click Apply.

  9. Click the Filter Criteria tab and enter the filters that you want to apply to this notification.

    Only the records that match the specified criteria trigger a notification to generate.

    1. In the Field Name field, select the field on which the evaluation is based.

    2. In the Operator field, select the applicable operator for evaluating the values.

      Note: Changed and Changed From operators are not supported for Reminder Notifications.

    3. In Value(s), select the applicable values based on the field specified and click OK.
    4. (Optional) To add a row for additional criteria, click Add New Add, and then repeat steps a – c.
    5. (Optional) To add advanced operator logic, in the Advanced Operator Logic field, enter the expression.

  10. Click Save or Save and Close.

    • To apply the changes and continue working, click Save.
    • To save and exit, click Save and Close.