Request notification can be used to send email notification. Currently in Xeelo you can find three type of notifications:
- Action or workflow notification (single request)
- Notification when comment is added to request (single request)
- Summary notification (request summary)
Navigation
Admin -> Outputs -> Notification details
Admin -> Outputs -> Notification details -> Conditions
Admin -> Outputs -> Notification details -> Calculations
Features
Notification can be triggered from:
- When request is created (create new or update action)
- In case of export failure (integration failure of the request)
- In case of workflow failure (request is not assigned to any user)
- In case of recall action (triggered by user or owner from MyRequest)
- Workflow action (triggered when workflow action is initiated)
- Workflow step (triggered when request reach the particular workflow step)
- Periodic action (triggered from period action)
For each notification you define condition when the notification is generated as well calculation that is triggered just before the notification is generated. Sequence of steps is the following:
- Check condition(s)
- Run defined calculations
- Generate notification
- Send the notification via SMTP
Formatting of notification depend on the above list but in general can be split into two groups. Each function or placeholder indicates for which type it can be used.
- Single request
- Summary
Definition of the notification
Notification can be defined using placeholders and formatting functions. Some of them are depended on notification type (single request / summary).
Fields
| Field | Description | Restictions |
|---|---|---|
| Notification name | Natification name as will be displayed in the admin part of the application | Maximum 50 characters |
| Notification type | Selection of two types of notification
|
|
| Requestor | Indication if notification should be sent to requestor of the request. | |
| Assigned users | Indication if notification should be sent to currently assigned user of the request. | |
| Last action user | Indication if notification should be sent to user who initiated notification through workflow action. | |
| Owner | Indication if notification should be sent to request owners defined on request level. | |
| Watcher | Indication if notification should be sent to request watcher defined on request level. | |
| Send To extra | Extra email that should be included in notification. You can defined specific email address or it is also possible to define placeholder {idXXX} referring to object line where are email addresses separated by comma ",". |
maximum 255 characters |
| Send Cc extra | Extra email that should be included in notification. You can defined specific email address or it is also possible to define placeholder {idXXX} referring to object line where are email addresses separated by comma ",". |
maximum 255 characters |
| Send Bcc extra | Extra email that should be included in notification. You can define specific email address or it is also possible to define placeholder {idXXX} referring to object line where are email addresses separated by comma ",". |
maximum 255 characters |
| Compressed file name | The name of compressed attachment attached within notification. You can define specific name. You can't use any placeholder | maximum 255 characters |
| Subject | Subject of the email. In this field you can use **Notification placeholders**. | maximum 255 characters |
| Message | Message of the email that can be edited in rich text format or HTML. For this field you can use Notification placeholders and Notification functions. For summary notification you can use also Special notification functions | |
| Active | Indicates if notification is active or inactive. |
Notification Placeholders & Conditions
These placeholders can be used in both type of notifications single request and summary and all notification fields (see table above). You can find all placeholders & conditions here.
Notification calculations
In progress by Tomas Belak
Notification settings
In progress by Tomas Belak Template:SystemSettings-Notification
Temporary calculations
Temporary calculations can be used to calculate concrete values on exports and display them afterwards. It is essential to use them when you don’t want to occupy slots of object lines where “main” calculations are calculated. You can use several Server calculation types. These calculations are calculated right before the export is being generated.
How to use temporary calculations:
1) Create a new group of temporary calculations on object where export is used:
Go to a specific object detail section (Object detail/Temp calc)
- Create a new group of temporary calulations
- In the detail of the group of temp calcs, go to: Calculation lines
- Add a new temp calculation line
- For ex.:
Note: after a new line of temp calc. is saved, ID is assigned to it.
- Created temp group (along with temp calc lines) can be applied to the export (Concrete Temp calc group/Applicable)
- Tick checkbox of export to apply temp calculations and save it
Note: Application of temp calcs can be done also on Notification detail
2) Assign the calculation on notification::
- Go to a specific notification detail
- Check if temp calculations are applied (section Temp calc)
- if not, tick the checkbox to apply it
- Now in the section Message where notification details are set assign the calculation with placeholder:
-
{TempCalc,idxx}- idxx = id of temp calculation line (in our case id13)
-
- When notification is generated, value of temp calc should be calculated
Attachment
The various files can be attached to a notification therefore it is possible to send an email with attachment to people even outside a Xeelo.
The multiple files can be embedded to a notification, when there is a two or more files attached (via Subgrid or multiple attachment object lines). According to administrator decision, files can be compressed into one batch, uncompressed in original file format or the combination of those two.
Setting an attachment for a Notificaion:
Choose a tile Attachment
Add a record - Object Line or Subline type Attachment
Notes
Notifications provide great feature that can be used to share the information fro the process. However you have to keep in mind that notifications are generated when workflow action is triggered from the user browser. In case of high number of notifications and complex set-up it might take a time to generate them so application response time may be reduced.