Notifications

Introduction to Notifications

Record Notifications are used to automatically send out event information when previously defined condition(s) are met within any of the myosh modules. Creating a record notification requires a series of steps to complete the process. The email template contains all of the content that will be included in the notification. Notification conditions are used to trigger the notification being sent. The steps below will guide you through the process of creating Record Notifications, which include how to:

• Create Email Templates
  • Add Variables
  • Add Text
• Create the Notification
  • Choose Recipients
  • Edit Conditions
  • Edit Notification Properties

Create a Record Notification

1. Select Record Notifications from the Administration menu.
2. Select the module the record notification is to be created for from the drop-down list.
3. Select E-mail Templates.
4. Select the module you are creating the Notification for from the drop-down list.
5. Select OK.
   • The Email Templates window is displayed and will show existing Record Notifications associated with the module. In the Email Templates window, existing Templates can be created, updated, and deleted.
6. Select New Email Template.
   • An email template defines the content in the subject that is to be sent every time the record notification is triggered, e.g., Brief Description, Risk Category, Link to the record.
7. Enter the Template Name. Reference the type of notification it is going to be used for, e.g., Incident Category 4 Notification.
8. Enter the Subject to be shown in the notification. Usually, the subject would contain both free text and Variables from the document.
   • Type any free text that you would like to be included.
   • Select Add Variable and select the field to include. Repeat the process for additional fields to include in the subject.
9. Enter the Message to be shown in the notification. Usually, the message would contain both free text and Variables from the document, e.g., site reference, responsible people, and due date.
   • Type any free text that you would like to be included.
   • Select Add Variable and select the field to include. Repeat the process for additional fields to include in the message.
10. Select Save.

Once the email template has been created, the next step is to create the Notification. Creating the notification requires conditions to be set for when the notification is to be triggered and who the notification is going to be sent to.

11. Select New Notification.
12. Select the module you are creating the Notification for from the drop-down list, then select OK.
    • The Notification Editor window will be displayed. The Notification Editor is used to define the people who receive the notification, the conditions when the notification will be triggered, and any other notification properties.
13. Enter the Name of the Notification. Reference the type of notification, e.g., Overdue Action.
14. Select the Notification Type. Depending on the type selected, the notification properties will vary:
    • Triggered Notification
    • Timed Notification
    • Record Summary Notification
15. In the Send To field, select Add and enter the recipients of the Notification. Add names from the following Address source options. Multiple names can be added by selecting Add each time.

Address Source	Description
Input an Address	Used for external email notifications.
Select person(s) from the system	Select a name(s) from the User list.
Field value from the record	Select a field from the record, e.g., person named in Accountable or Supervisor field.
Group	Select a group to send the notification, e.g., Safety Team.
Look up value from specific record	Select the module, module form, record, look up field.
Look up value based on key field value	Look up information found in a record using any module form.
Look up value based on Hierarchy	Look up information found in a record matching a Hierarchy look up field.

16. In the Reply To field, select Add and enter no-reply@myosh.com.
17. Follow the above steps for names to receive a Copy To.
18. Follow the above steps for names to receive a Blind Copy To.
19. Select the Template to be used in the notification.

The next step is to define the conditions when the notification is to be triggered. Notification conditions can be based on a field in the record or hierarchy values.

20. Select Edit Conditions.
21. Select Add Field Conditions.
    • Select which field condition needs to be met. The list available will change depending on the module the notification is for.
    • Select from the list: contains, does not contain, is blank, is not blank.
    • Select further record detail condition as appropriate.
22. Add further conditions as required. In addition, you can apply Add Hierarchy Conditions. When multiple conditions are listed, there is the option to have the notification sent when any of the conditions are met or when all are met. Select Match any condition or Match all conditions as necessary.
23. Select OK.

Once the Conditions have been set, the Notification Properties should be completed. The notification properties available will vary depending on the type of notification selected, e.g., Triggered, Timed, or Record Summary.

24. Select Edit Notification Properties.
25. Select the Notification delivery. E-Mail is the most common method selected. For Push, it will need to be first configured to make it available.
26. Select the Triggering event, e.g., Record Progressed in workflow or Days of week to trigger on.
27. Select the Triggering Workflow step, e.g., Open or Completed status change.
28. Select OK.
29. Select Save.

The record notification has now been created and will automatically trigger based on the conditions defined. The content of the notification will be sent as per the email template associated with the notification.

Removing Conditions

1. Open the Record Notification that you want to remove the condition(s) for.
2. Select Edit Conditions at the bottom of the form.
3. Select Remove alongside the condition you want to remove from the list.
4. Select OK.

Deleting Notifications

1. Select the Record Notification that you want to delete.
2. Double-click the record notification that is to be deleted.
3. Select Delete Notification.