Notifications

This document provides a comprehensive guide to setting up and configuring notifications within the myosh platform. It covers all available notification types, their properties, recipient options, and how to define triggering conditions. This guide aims to provide detailed information to help users effectively manage their notification system.

Introduction to Notifications

Record Notifications in myosh are powerful tools that automatically send out event-driven information when predefined conditions are met within any myosh module. This ensures that relevant stakeholders are informed promptly about critical events, changes, or overdue actions. The process of creating a record notification involves setting up email templates, defining notification properties, and specifying triggering conditions and recipients.

1. Email Templates

Email templates define the content (subject and message body) of the notifications. They can include static text, dynamic variables that pull information directly from the record, summary tables, and attachments. Note that the field numbers in the variables are specific to your system and cannot be directly copied from the examples below.

Creating an Email Template

1. Navigate to Administration > Record Notifications.
2. Click on the E-MAIL TEMPLATES button at the top of the screen.
3. A pop-up window will appear. Select the module for which you want to create a template (e.g., "Actions - Action") from the dropdown list and click OK.
4. You will now see a list of existing templates for that module. Click New Email Template to open the editor.

Configuring the Template

Inside the template editor, you will configure the name, subject, body, and attachments for your email.

1. Template Name: Enter a descriptive name for the template (e.g., "Action Assigned Notification").

2. Subject: Enter the subject line for the email. You can combine static text with dynamic variables, e.g. Action [Keyword|2|Doc #] Assigned - [Field|91|Brief Description]

3. Message Body: Compose the content of the email using the rich text editor. The message body can be highly customized using the options on the right-hand side:

   • Add Variable: Inserts a single piece of data from the record.

     1. Place your cursor where you want to insert the data.
     2. Click Add Variable.
     3. In the pop-up, click the Field dropdown to select the desired field from the record (e.g., "Brief Description", "Due Date").
     4. For person-type fields (e.g., "Accountable"), you can select the parent field to show the name, or expand it to select specific attributes like "FirstName" or "Email".
     5. Click OK to insert the variable placeholder (e.g., [Field[91]Brief Description]).

   • Add Summary Table: Inserts a table summarizing key fields from the current record.

     1. Click Add Summary Table.
     2. A pop-up window with a dual-list selector will appear. The left box contains all available fields from the record.
     3. Select the fields you want to display as columns in your table (e.g., "Action Type", "Accountable", "Priority").
     4. Use the > arrow to move them to the right box. The order in the right box determines the column order in the final email.
     5. Click OK to insert the table placeholder (e.g., [Table::Field[87]Action Type::Field[89]Accountable::Field[86]Priority]).

   • Add RecordLink Table: Inserts a table summarizing records that are linked to the current record.

     1. Click Add RecordLink Table.
     2. In the pop-up, the left box contains available "Keyword" fields for linked records (e.g., "Form Name", "Doc #", "Creation Date").
     3. Select the keywords you want to display as columns and use the > arrow to move them to the right box.
     4. Click OK to insert the placeholder.

   • As an example, the message body might look like

The following action has been assigned to [Field|94|Assigned to].

Action

Action

Brief Description: [Field|91|Brief Description] Due Date: [Field|88|Due Date] Priority: [Field|96|Priority] Accountable: [Field|93|Accountable]

[Keyword|1|Link|Click here] to open this report.

4. Attachment Options: Below the message body editor, you can configure attachments.

   • Include record attachments: Check this box to automatically include any files that have been attached to the specific record that triggers the notification.
   • Include hierarchy logos: Check this box to automatically include any logos associated with the record's position in the organizational hierarchy.
   • Static Attachments: Use the "Drop your file here" or Browse button to upload a file (e.g., a standard procedure PDF) that will be attached to every email sent using this template.

5. Click Save at the bottom of the window to save your new email template.

2. Creating a New Notification

Once an email template is ready, you can proceed to create the notification itself, defining when and to whom it will be sent.

1. Navigate to Administration > Record Notifications.
2. Select the module from the dropdown list and click OK.
3. Click New Notification.
4. Select the module again from the dropdown list and click OK.
5. Notification Name: Enter a unique and descriptive name for the notification (e.g., "Overdue Action Notification").
6. Notification Type: Select one of the following types. The available properties will vary based on your selection:
   • Triggered Notification: Sent immediately when a specific event or condition is met.
   • Timed Notification: Sent at a scheduled time or relative to a date field in the record.
   • Record Summary Notification: Sends a summary of records based on grouping criteria.

2.1. Choosing Recipients (Send To, Reply To, Copy To, Blind Copy To)

Recipients can be added to the Send To, Reply To, Copy To, and Blind Copy To fields. Multiple recipients can be added to each field.

1. Click Add next to the desired recipient field.
2. Select an Address Source from the following options:
   • Input an Address: For external email addresses (e.g., external.user@example.com).
   • Select person(s) from the system: Choose one or more users from the myosh system.
   • Field value from the record: Select a person-type field from the record (e.g., "Assigned To", "Supervisor"). The notification will be sent to the person(s) specified in that field for the particular record.
   • Group: Select a user group (e.g., "Safety Team"). All members of the group will receive the notification.
   • Look up value from specific record: Allows you to look up a value from another specific record.
   • Look up value based on key field value: Allows you to look up information from a record using a key field.
   • Look up value based on Hierarchy: Allows you to look up information based on the organizational hierarchy.
3. Configure additional details based on the selected Address Source (e.g., input the email address, select the user/group, choose the field).
4. Click Ok.
5. Repeat for other recipient fields as needed.

2.2. Editing Notification Properties

Notification properties define the delivery method, triggering events, and other specific settings for the notification. The available properties change significantly based on the selected Notification Type.

2.2.1. Triggered Notification Properties

For Triggered Notifications, the following properties are available:

1. Notification Delivery: Choose how the notification will be delivered:
   • E-Mail: Sends the notification as an email.
   • Push: Sends the notification as a push notification (requires prior configuration).
   • Both: Sends the notification as both an email and a push notification.
2. Triggering Event: Defines the event that will cause the notification to be sent. Select one from the dropdown:
   • Record progressed in Workflow: The notification is triggered when a record moves from one workflow step to another. If selected, you must specify:
     • Source Workflow step: The workflow step the record is moving from.
     • Destination Workflow step: The workflow step the record is moving to.
   • Record data changed: The notification is triggered when specific data within the record is modified. If selected, you must specify:
     • Triggering fields: Select one or more fields from the dropdown. The notification will only trigger if one of the selected fields is changed.
     • Ignore new records: Check this box to prevent the notification from being sent when a new record is created. It will only be sent on subsequent updates to existing records.
   • Record deleted: The notification is triggered immediately when a record is deleted. No further properties are required for this event.
   • Date field: Triggers the notification based on a date and time relative to a specific date field in the record. This allows for scheduled reminders. If selected, you must specify:
     • Send after: The time of day the notification should be sent (e.g., 9 h).
     • In time zone: The relevant time zone for the schedule.
     • Triggering Workflow step: The notification will only be sent for records currently in this workflow step.
     • Date field: The specific date field in the record to base the timing on (e.g., "Due Date").
     • On: Defines the timing relative to the selected date field.
       • On Date: Sends on the exact date in the field.
       • Date plus: Sends a specified number of Days/Weeks/Months/Years after the date.
       • Date minus: Sends a specified number of Days/Weeks/Months/Years before the date.
     • Send once: Check this box to ensure the notification is only sent a single time per record.

2.2.2. Timed Notification Properties

For Timed Notifications, which send notifications for records on a recurring schedule, the following properties are available:

1. Notification Delivery: Choose how the notification will be delivered:
   • E-Mail: Sends the notification as an email.
   • Push: Sends the notification as a push notification (requires prior configuration).
   • Both: Sends the notification as both an email and a push notification.
2. Days of week to trigger on: Check the specific days of the week the notification schedule should run (e.g., Mon, Tue, Wed, Thu, Fri, Sat, Sun).
3. Send after: Specify the time of day the notification should be sent (e.g., 8 h).
4. In time zone: Select the relevant time zone for the schedule (e.g., Australia/Perth (UTC +08)).
5. Triggering Workflow Step: Select the workflow step from the dropdown. The notification will be sent for all records that are currently in this specified step when the schedule runs.

2.2.3. Record Summary Notification Properties

For Record Summary Notifications, which send a single digest of multiple records, the following properties are available:

1. Notification Delivery:
   • E-Mail: Sends the summary notification as an email. (Note: Push notifications are not available for this type).
2. Days of week to trigger on: Check the specific days of the week the summary should be generated and sent.
3. Send after: Specify the time of day the summary should be sent.
4. In time zone: Select the relevant time zone for the schedule.
5. Triggering Event: Defines the criteria for including records in the summary.
   • Record progressed in Workflow: The summary will include records that have moved into the specified workflow step since the last summary was sent. You must also select the Triggering Workflow step.
   • Date field: The summary will include records where the selected date field falls within a specific timeframe. If selected, you must specify:
     • Triggering Workflow step: The workflow step the records must be in to be included.
     • Date field: The date field used for the condition (e.g., "Due Date").
     • Within: Defines the timeframe. Options are On Date, Date plus, or Date minus a specified number of Days/Weeks/Months/Years.
6. Record Grouping: Defines how the records in the summary email are grouped. This is mandatory.
   • Hierarchy: Groups records based on your organizational hierarchy. When selected, you must specify:
     • Hierarchy Type: (e.g., Company, Division, Department, Site).
     • Hierarchy Value: The specific value within the selected Hierarchy Type.
   • Personfield: Groups records based on the person assigned to a specific field in the record. When selected, you must specify:
     • Personfield: The person-type field to group by (e.g., "Assigned to", "Accountable").

2.3. Editing Conditions

Conditions define the specific criteria that a record must meet for the notification to be sent. After a notification is triggered by an event, the system evaluates its conditions. If the conditions are true, the notification is sent. If they are not true, the process stops.

From the notification editor, click the Edit Conditions button. This opens the Edit Conditions modal, where you can build the logic for the notification.

Condition Types

You can add three different types of conditions:

• Field Condition: Checks the value of a field on the source record.
  • Configuration: Select a Field, choose an Operator (e.g., contains, is blank), and provide a Value to check against.
• Hierarchy Condition: Checks the record's assignment in the organizational or site hierarchy.
  • Configuration: Select a Hierarchy Level (e.g., Company, Site), choose the is or is not operator, and select a Hierarchy Value from the list.
• Questionnaire Condition: Checks the answer to a specific question within a questionnaire field on the source record.
  • Configuration: Select the Questionnaire Field, choose the specific Question, select an Operator, and select the Answer to check for (e.g., Yes, No).

Combining Multiple Conditions

If you add more than one condition, you must specify how they should be evaluated together:

• Match all conditions: An "AND" operator. The notification will only be sent if every single condition is true.
• Match any condition: An "OR" operator. The notification will be sent if at least one of the conditions is true.

3. Saving and Managing Notifications

1. After configuring all settings, click Save to create the notification.
2. Removing Conditions: To remove a condition from an existing notification, open the notification, click Edit Conditions, and then click Remove next to the condition you wish to delete. Click Ok.
3. Deleting Notifications: To delete a notification, select the notification from the list, then click Delete Notification.