Add a Notification to a single Report
1. Go to Settings menu and open Activity Templates (or Incident Templates).
2. On the Template line click on the Enveloppe icon in the Report Emails column.
3. In the new frame click on Add new...
4. Click on the Event field to deploy the 6 notification triggers available.
5. You can select one or more triggers for a single notification.
NOTE: Use the 2 links All and None on the right to quickly add all triggers or None to start over.
Start: notifies when redacting user starts his report and select "Submit only" to save it for future completion.
Update: notifies when redacting user continues his report by reopening it from the Pending Reports page.
End: notifies when redacting user closes the report, either directly after starting it or from Pending Reports page.
Start Overdue: wil notify when a scheduled report hasn't been started 5 minutes after its supposed start.
End Overdue: notifies when a Report has been left open longer than allowed.
Comment Added: notifies when anyone add a comment to this report.
6. Now go to next field and click on Add recipient, several fields will appear. Start with Recipient is:
NOTE: They are 3 recipient types in this menu:
System User: is a recipient already having a user account on your platform (customer, guard, supervisor, administrator, ...).
Employee: is a recipient whose informations are saved in Visitors module as Employee. This option is useful for known persons to be notified without the need of having a personal user account. For instance a maintenance employee.
Other Contact: is a recipient to be notified but totally external to Guardtek. For instance a provider, a customer.
7. Select a recipient type.
Existing system users and Employees can be retrieved in the dynamic menu Recipient's Address. Otherwise check the User Management page or Visitors module.
For Other Contact, if existing, it will be listed in the same dynamic menu but if a new creation is required select -- Contact Details -- in the next menu. This will show multiple fields to log all data.
8. If selected recipient doesn't have an email adress, use the Message Type second field to encode one directly.
If an email is already linked it will show in this field.
9. The #1 Message Type field allow you to choose the notification type: SMS, Email or Voice (=a phone bot will read the notification by phone call).
NOTE: Some Notifications are not available per SMS or Voice, those choices would then be hidden.
Likewise at least one trigger event must be selected for this list to activate (see point 4).
10. Click on Add to save this recipient.
Restart from point 6 to add other recipients or go to next step.
11. Next field, Email Subject Line, allows you to precisely define the data combination contained in the email subject each time a notification is send.
By default this combination starts by the trigger event, name of report, its unique reference (if setup) and the guardroom. You could add other elements by clicking inside the frame and using the subsequent dynamic menus. We advice to stay concise and clear.
12a. How to use next field Set Conditions? is explained on next point.
Once all is set up click on Save at the bottom.
After loading the fields will be emptied to allow you to encode other notifications, that will be listed under this frame.
Click on Cancel to stop, close the frame and come back to recipients list.
From this list you can:
- modify a recipient by clicking on the pencil icon in Edit column.
- déeactivate or reactivate a recipient by clicking on the icon in Activation column.
Adding Conditions
12b. (optional) If you'd like to filter or limit notifications a recipient would receive, activate Set conditions? toggle cursor.
This will show 2 new groups to define filters/limits/rules based on answers given in the Report.
2 groups for 2 scenarios here:
1- Match ANY of the following rules to define independant conditions.
Notification will be sent if any condition is met.
2- Must Match ALL of the following rules to define multiple cumulative conditions.
Notification will be sent only if all conditions are met.
13.1. Choose first one of the 2 scenarios.
13.2. In its group click on the Question field to deploy a list with all fields in the Report and choose one of them.
NOTE: Only closed questions are listed.
13.3. Click then on next field Is to select the comparator: equals to, not equals to, bigger than, ...
13.4. 3rd field will be populated with possible answers, select the answer to base the condition on.
13.5. To finish click on the + on the right to validate condition and add others.
Or use - to remove an existing condition.
13.6. When all conditions are defined click on Save.
Add a global Notification
1. Go to Settings menu and open Activity Templates (or Incident Templates).
2. In the header of Report Emails column click on the enveloppe icon.
3. The same frame than individual notification opens but you'll set global notifications.
4. Refer to steps 3 to 13 from individual notification.
NOTE: Logically it's impossible to setup conditions for global notifications.