On the Notifications and actions tab, click New. The Create new rule window opens. On the Rules for notification and actions tab, you can define the actions that are to be executed, for example, when a data record has been changed or a deadline missed.
A rule is always executed with the rights of the user who creates the rule. This means, that different rights may apply to the same rule.
On the Notifications and actions tab, click New. The Create new rule window opens.
The field is displayed in the list and the list can be sorted by this field.
Please do not confuse the Category field when working with rules with the field of the same name in several data record types
The only time you can configure a rule to run with a specific user account, is when creating the rule for the first time.
Subsequently, only the data records will be changed, which have this user account as a participant. Data records are not changed if a user can only access a group membership or external access right through inherited rights.
This setting helps to prevent unwanted changes to data.
There is a similar more precise option you can use to create rules via the Filter and Team function which applies to a subset of the data records.
A rule for deleting data records can only be created if System has been set in the drop-down list. As an extra security measure when you create a rule to delete data records, a window will open requesting your Administrator password. And if you are reactivating a previously deactivated deletion rule, then you will have to re-enter your password to confirm your intentions.
A logged-on user can create rules for e-mails and rules for invitation management automatically in the Settings window of the desktop client using their user account. These rules are not displayed with the rules for the Notification and Action Service. For completeness, and to inform the Administrator: These are system-side rules, which when deactivating a user account are also deactivated.
When displaying editing rules, a hint text is displayed informing you that after deactivating a user account, certain specific rules are also deactivated automatically.
Settings on the Team tab, work just like a filter: Only the data records for which selected users, groups or resources have owner rights or external access rights will be monitored.
If you, for example, monitor appointments and select a resource in the Team tab as participant, all users who have external access rights to this resource are notified. The resource must not be entered as participant in the appointment.
If you want to send a notification only for appointments with a certain resource as participant, use the Filter tab: use the contains filter condition to check whether the resource is entered in the Participant field.
You want, for example, to monitor projects with links to documents. You only want to include linked documents with the order confirmation category.
In the Action tab you select which action is to activate an event.
With the Monitoring interval, you define time intervals during which the program checks and executes rules. You can also create a schedule.
The Server settings tab is only available in the Management Console.
On this tab, you will see the Application Server upon which the notification service should normally run.
As the administrator you can set a different Application Server for each rule, for example, if you want to execute some rules more often.
These general functions are always defined for the currently marked rule.
Settings and examples
Edit opens the window to change the selected rule.
Duplicate creates a copy of the selected rule.
Delete deletes the selected rule.
Activate activates the selected rule.
Deactivate deactivates the selected rule.
Subscribe: Users can subscribe notification rules, or
Unsubscribe from notification rules.
Subscribers opens the corresponding window. Rule administrators, can add the subscribers to the rule.