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Creating a new email notification.
Editing or deleting an existing email notification.
Activating or Deactivating an email notification.
Navigate to this section through Administration >Email Notifications > Email Notification tab.
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STEP 1: Click on the Plus icon to start creating an email notification. |  |
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STEP 2: Fill the following details to define the email notification.
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Field | Description | ||
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Title | Define the title for the email notification. | ||
Type | Select the type of notification from the drop-down menu. | ||
Template | Choose the template to be used, from the drop-down menu (templates can be edited/added under email templates tab, the drop-down menu will only provide the list of templates that was created for the relevant email type). | ||
Active | Select the tick box if you wish to activate this email notification. | ||
Start On | Provide a date to start sending the notification.
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Continue to remind every | Decide the frequency of the notification from the drop-down menu.
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Send To | Select the recipient. The options available are All Staff and Administrator. | ||
Trigger criteria | Define the trigger criteria using the options and conditions given in the grid. The options column gives you the list of situations in which an email can be triggered and each criteria row includes tick boxes and drop-down menus to define the criteria/situations better. These criteria can be combined using the conditions drop-down (OR/AND) given against the options. The default selection for the conditions drop-down menu is OR. Select the criteria row by ticking the checkbox on the left side of the row. This enables that specific trigger criterion. Then you can select the options using the tick boxes or drop-down menus available in the same row. Also, you can use the conditions drop-down to combine the criteria.
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Description | Put a description to further elaborate the purpose of the email. |
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Field | Description | ||
|---|---|---|---|
Title | Define the title for the email notification. | ||
Type | Select the type of notification as Action. | ||
Template | Choose the template to be used, from the drop-down menu (templates can be edited/added under email templates tab, the drop-down menu will only provide the list of templates that was created for the relevant email type). | ||
Active | Select the tick box if you wish to activate this email notification. | ||
Start On | Provide a date to start sending the notification.
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Continue to remind every | Decide the frequency of the notification from the drop-down menu.
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Send To | Select the recipient. The options available are All Staff, Director, Responsible officer, Administrator and Business Unit Manager. | ||
Trigger Criteria | Define the trigger criteria using the options and conditions given in the grid. The options column gives you the list of situations in which an email can be triggered and each criteria row includes tick boxes and drop-down menus to define the criteria/situations better. These criteria can be combined using the conditions drop-down (OR/AND) given against the options. The default selection for the conditions drop-down menu is OR. Select the criteria row by ticking the checkbox on the left side of the row. This enables that specific trigger criterion. Then you can select the options using the tick boxes or drop-down menus available in the same row. Also, you can use the conditions drop-down to combine the criteria.
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Field | Description | ||
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Title | Define the title for the email notification. | ||
Type | Select the type of notification as Task. | ||
Template | Choose the template to be used, from the drop-down menu (templates can be edited/added under email templates tab, the drop-down menu will only provide the list of templates that was created for the relevant email type). | ||
Active | Select the tick box if you wish to activate this email notification. | ||
Start On | Provide a date to start sending the notification. Note: The 'start on date' will need to be updated if you have completed a rollover and re-started your actions and tasks. | ||
Continue to remind every | Decide the frequency of the notification from the drop-down menu. Note: If you choose the option as 'Never', still the email notification will be sent on the start date and will not generate any further email notification as the condition given to the email notification is not to send out alerts to remind again. | ||
Send To | Select the recipient. The options available are All Staff, Director, Responsible Officer, Administrator, Business Unit Manager and Action Responsible officer. | ||
Trigger Criteria | Define the trigger criteria using the options and conditions given in the grid. The options column gives you the list of situations in which an email can be triggered and each criteria row includes tick boxes and drop-down menus to define the criteria/situations better. These criteria can be combined using the conditions drop-down (OR/AND) given against the options. The default selection for the conditions drop-down menu is OR. Select the criteria row by ticking the checkbox on the left side of the row. This enables that specific trigger criterion. Then you can select the options using the tick boxes or drop-down menus available in the same row. Also, you can use the conditions drop-down to combine the criteria
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Task email notification details screen is shown below
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Field | Description | ||
|---|---|---|---|
Title | Define the title for the email notification. | ||
Type | Select the type of notification as KPI. | ||
Template | Choose the template to be used, from the drop-down menu (templates can be edited/added under email templates tab, the drop-down menu will only provide the list of templates that was created for the relevant email type). | ||
Active | Select the tick box if you wish to activate this email notification. | ||
Start On | Provide a date to start sending the notification. | ||
Continue to remind every | Decide the frequency of the notification from the drop-down menu.
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Send To | Select the recipient. The options available are All Staff, Director, Responsible Officer, Administrator, Business Unit Manager and Reporting officer. | ||
Trigger Criteria | Define the trigger criteria using the options and conditions given in the grid. The options column gives you the list of situations in which an email can be triggered and each criteria row includes tick boxes and drop-down menus to define the criteria/situations better. These criteria can be combined using the conditions drop-down (OR/AND) given against the options. The default selection for the conditions drop-down menu is OR. Select the criteria row by ticking the checkbox on the left side of the row. This enables that specific trigger criterion. Then you can select the options using the tick boxes or drop-down menus available in the same row. Also, you can use the conditions drop-down to combine the criteria.
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Remove the last email Log (21st August), through Email notification log menu
Re-set the start on date to be today – 17/09/2014.
The email will fire today, and then next email will be 1 month from today.
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Remove the last Log (21st August).
Re-set the start on date to be the date you want it to go out (Friday = 19th Sept).
The email will fire on Friday – 19th Sept and then next email will be 1 month from the 19th Sept.
Deleting an existing email notification
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Navigate to this section through Email Notifications > Email Templates tab.
Adding an Email Template
STEP 1: Click on the 'New' icon to navigate to the template details screen where you can define the template format.
STEP 2: Include the following details in the fields provided.
Field | Description |
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Title | Define the name of the template. |
Type | Select the type of email template from the drop-down menu (General/Action/Task/KPI). |
Email Subject | Type the email subject to be used (Maximum50 characters). |
Email Salutation | Input the salutation to be used in the email, Default salutation would be 'Dear User' (Maximum 50 characters). |
Email Body | Type the content of the email using this Multiline text box. |
Email Signature | Draft your email signature in this Multiline text box. Default signature would be as follows, Regards, System Administrator This e-mail has been automatically generated. Please do not reply to this e-mail because the return address is invalid. |
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