In this article we will provide a general overview of what the notifications feature is and how to set up a notification.
NOTE: If you are looking to set up a notification(s) for a specific module you can search the Help Center by module. For example: Setting Up a Tour Notification
Notifications are messages in the form of emails, SMS Texts, and/or calls from the system alerting you about an activity/event without the need to login to the Guardtek web portal.
Notification icons are identified as a green or blue envelope and can be found in most areas of the system.
Notifications are typically found in a column marked "Email/SMS", but they can also be found in the top left corner of a table or page.
How to Set-up Notifications
NOTE: All notifications are set up in the same way throughout the system. Only the activity (the event you want to receive notification for) and the event (trigger) are different and specific to the module where it is found.
To Set up a Notification:
1. Click the Notification icon - or
NOTE: Selecting the icon in the Email/SMS column header to set up a "global" notification for all items on the list.
2. Click the Event field to see a drop down of the Notification triggers.
NOTE: On the right hand side of the Event field there is the option to choose All or None. To choose all of the notification triggers click All.
If you choose All but then decide you would like to start over and only certain notification triggers you can select None and you can start over.
3. Click the Event filed and then trigger(s) you want the recipient to get.
You may select All, just one trigger, None to reset, or can select multiple triggers by clicking the Event filed again and then selecting the next trigger you want to add:
How to Setup a User Recipient for a Notification
NOTE: There are 3 different types of User Recipients that can be setup to receive the triggered Notifications. The default recipient is, GuardTek User (select user below).
GuardTek User - is a User that has Guardtek web portal access:
Employee - Can be a Tenant/Employee or Contact that is typically setup under the secondary Visitors module. The employee option is typically used for those that need to be notified of certain triggers but that don't need access to the Guardtek web portal. For example, an employee that is not directly involved in your operations but an employee of the building management.
Other Contact - Can also be used for those that need to be notified of certain triggers but that don't need access to the Guardtek web portal such as vendors, maintenance team members, or property owners.
To set up a user recipient for a notification:
1. Select a Notification User Recipient from the Recipient is options.
If you are setting up an existing Guardtek User, you do not have to click on the Recipient is drop-down and can bypass to Step 2.
If the Notification User Recipient you are setting up is an employee (see definition above), click the Recipient is drop-down and select Employee.
If the Notification User recipient you are setting up is another contact (see definition above), click the Recipient is drop-down and select Other Contact.
2. After selecting a GuardTek User, Employee or Other Contact, click on the Recipient's Address field and select the User Recipient you want to receive the Notification(s) for.
If the Other Contact is not listed you can select -- Contact Details -- from the list and the box will expand and allow you manually add their Last Name, First Name, Company and Email:
NOTE: The User Recipient names appear in Alphabetical order according to Last Name on the left hand side of the drop-down.
If the User Recipient email address or mobile number for SMS has been appears on the right hand side of the drop-down.
For large lists of User Recipients you can click the search field and type in a recipient by either first or last name.
3. If the User Recipient has already been set up with an email or phone number/carrier email for SMS and was selected in the Recipient's Address field, then the field in the box to the right of Type of Notification should populate automatically.
If it does not, click the Type of Notification drop down and the selection will show.
NOTE: Some Notifications are not available as SMS or Voice options and will not appear in the drop-down. If an Event has not been chosen yet the drop-down will be a blank blue box.
If the User recipient was not set with an email or phone number for SMS, you will need to manually add and email address or a mobile number with the carrier suffix email in the field in the box to the right of Type of Notification.
To manually set up a triggered notification email, type in the recipients email address in the field in the box to the right of Type of Notification.
To manually set up a triggered notification as a text message for an eligible notification, select SMS in the Type of Notification drop down and type in the recipients mobile number with the carrier suffix as an email in the field in the box to the right of Type of Notification.
NOTE: If you use SMS option (text) please make sure the phone number follows this format: 18454740033 (Start with country code and no spaces, dashes, or other characters)
4. Click the Email Subject Line field and type in the desired Email Subject Line for the recipient. It should be something clear and concise as to what the email contains.
If the trigger Event is All, the email subject line may be more generic. For example, "XYZ Tour Anomaly Alert".
If the trigger Event is a specific event the email subject line may be more specific. For example, "XYZ Missed Tour".
5. Once the Use Recipient is set up as desired Click the green Save button at the lower right hand side.
The Notification fields will be cleared to add additional Notification triggers and additional recipients.
The Notification just saved will be displayed just below and its status can be disabled on enabled by clicking the check-mark in a green circle icon or red x in a circle icon or it can be edited by clicking the green pencil icon.
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