Notification action
For the Notification action of a rule, you define the sender, the recipient and the text of a notification.
If different rules apply to certain data records, users, resources or addresses, more notifications are likewise sent.
Examples
- Notify users A, B and C if an A class customer has purchased a new product. The customer's name is to be entered in the salutation of the e-mail text.
- Send me a notification three days prior to the product presentation date.
Sender
For different processes and requests you can enter specific regular senders. For recipient responses you can enter a different e-mail address again.
Please note
To send messages in the name of someone else, you have to ensure that the sender's e-mail account has this right activated for the e-mail server.
An e-mail account for a sender has an e-mail address, to use this e-mail address you have to enable the Do not change identity option.
If you activate the User who has last changed the data record and Enter a sender options, an alternate identity or e-mail address is used as the sender.
For this to work, you have to ensure that the e-mail server allows the sending of e-mails using another identity from the set up e-mail account. If the e-mail server does not support this, then no messages are sent.
Possible options and settings
The Selection button opens the Additional settings window.
- When the Do not change identity option is enabled, the e-mail sender is used who has been set in the e-mail account of the notification service.
If the option has been enabled, then the e-mail can be sent in the name of someone with an alternative identity or e-mail address.
This setting for the sender cannot be changed for notifications for anniversaries and exceeded deadlines.
- When using User who has last changed the data record ... the e-mail address of this user is entered as the sender.
- When using Following sender, you have to enter the Name and E-mail address.
This can also be a general e-mail address, for example QA@company.com.
- If you do not want the recipients' replies to a notification to be sent to the sender's address, then activate Reply to and fill in the Name and E-mail address fields.
Recipients
Recipients of a notification can be split into variable and predefined recipients, users and/or resources of CAS genesisWorld and addresses.
- For each data record, a maximum of one e-mail is sent for each e-mail address during one run of the notification service. This also applies if the same e-mail address field of different permanent and variable recipients needs to be taken into account.
- If possible, the preferred language of the recipients is also taken into account according to the following order:
Data record participants
Linked address
Added permanent recipients
Recipients from database fields if a user can be identified
- The notification service includes exactly the specified e-mail addresses. For example, test@cas.de and Name.<test@cas.de> are considered as 2 distinct e-mail addresses.
- If users, groups, resources or addresses are notified and they are related to the data record, these recipients are variable. If the same users, resources and addresses are notified if an event occurs, these recipients are fix.
- Members of a group do not receive notifications if the group has been entered as a participant in a data record.
- You can define specific settings for users and/or groups and resources of CAS genesisWorld, as users can access certain CAS genesisWorld data records or portals.
- The rights to fields are not checked before sending a notification to a resource. If a user opens such a notification, all changed fields are displayed in the e-mail.
- Address fields can be included, however, these recipients do not have access to CAS genesisWorld unless this address is a user's address.
Variable recipients
Users, resources and/or groups or addresses can be recipients. The recipients depend on the triggering data record, i.e. they vary depending on the data record.
Users and resources as variable recipients
Users have to have ownership rights or external access rights to the triggering data record. Then rules can be set flexibly.
- Users can choose whether they want to subscribe to a notification.
- Or, the rule administrator can enter the user as a subscriber.
- Or, users are also notified when they are not subscribers.
For groups, the following applies:
- Activate the Resolve groups to users option to notify the users of a group via the e-mail addresses of the users.
- If the option is not activated and a CAS genesisWorld group is entered in one of the selected fields, the notification is sent to the e-mail address of the group.
Resources have no rights to data records. There are two prerequisites for user or resource notifications:
- A resource is entered as a participant in the triggering data record.
- Users have external access rights to resources.
Procedures for users
- Activate the Subscribe option for the notifications rule.
Users are now notified if they have at least Read rights to the triggering data record and have subscribed to the rule.
Alternatively, you can add subscribers to this rule by going to Subscribers on the Rules for notifications and actions tab and opening the window of the same name.
User with at least Read rights to the triggering data record are now notified regardless of whether they have subscribed to the rule or not.
Another alternative would be that participants of the triggering data record are notified.
- On the Action tab for notifications, click the Selection button for Variable recipients.
- In Subscriber settings select whether a user can be entered as a data record participant directly or also as a member of a group.
- If Read rights are sufficient for a notification, then users with external access rights are also notified.
- Send notification even if a user has not subscribed to the rule means that users will always receive a notification. Thus users do not have to subscribe to the rule and they will always be notified when a data record changes where the user is the participant of this data record.
Procedure for resources
- Your administrator must have entered an e-mail address into the resource properties in the Management Console.
- Users must have entered resources as participants into the triggering data record.
- Resources do not have any rights or external access rights to data records. This means that you must either activate All users who are directly entered as participants of the data record or All direct participants of the data record or participants due to group membership for resources.
- Activate then the Send also a notification if the user has not subscribed to the rule option.
Resources cannot be subscribers of a notification, that is why you have to activate this option.
Notifications for linked addresses can be automatically archived.
Addresses as variable recipients
Addresses have to be:
- linked with the triggering data record, or
- there has to be a field in the triggering data record that contains an e-mail address.
Using linked addresses
With E-mail addresses from linked addresses select the E-mail field to which you want to send the notification. You should be aware of a number conditions:
- In CAS genesisWorld an address might have more than one e-mail address.
- Address data records will indicate whether an e-mail is a permitted contact type or not.
Notifications are sent according to the following principles:
- Addresses are only notified if you have entered e-mail as a permitted contact type in the address.
- If the respective E-mail field is empty in an address data record, then the e-mail address set as the default is used.
- If the default e-mail address field is also empty, then the system searches for an e-mail address. _So for example, if E-mail (business) is set as the E-mail field, then the system searches the E-mail (business 2) field next, and if the E-mail (private) field has been set, then the system searches the E-mail (private 2) field and so on.
Activating the Only send to selected e-mail field option, ensures that CAS genesisWorld does not search for an alternative if the E-mail address field is empty. In such cases, it is possible that linked addresses will not receive a notification.
- Select the type of link you want to use in E-mail addresses from linked addresses.
Thus, you as the customer can notify linked addresses in opportunities.
In the notification text, you can then use fields such as salutation, title or name. During sending, these fields are replaced by the contents of the respective address, which enables you to send personalized e-mails.
This is only possible with linked addresses, and not when a notification is sent to a user or other recipient.
- In CAS genesisWorld an address might have more than one e-mail address. As a result, you should select the e-mail field that you want to use for the notification.
The default e-mail field, contains the default e-mail address that is used on the General tab of the address in the Edit contact data window.
- Activate the following function Archive e-mail after sending to linked addresses, then the e-mail notifications are archived and linked with the respective address. The participants of the triggering data record are now entered as the participants.
Primary links are included if possible.
If the triggering data record is an address, a project or a process, then a primary link is created by the address, project or process to the archived e-mail. With other data record types, a general link to the triggering data record is entered and the primary links from the triggering data records are transferred.
Procedure with other recipients from the triggering data record
All the fields from triggering data records are displayed for E-mail addresses from fields.
- Recipients are notified, if they move the respective fields in the list Selected fields.
For example, users or groups from CAS genesisWorld are entered into fields such as Responsible, Editor or Created by. CAS genesisWorld tries to determine the e-mail addresses of these users or groups and can then send them notifications too.
In this way you can, for example, send notifications to external participants just by changing one address.
- Send e-mail to triggering address, and archive after sending this function archives the sent notification.
The fields for the last address contact can be automatically refreshed. If these fields are also monitored, a cycle may occur whereby each time a notification is archived a new notification is triggered, and this notification is itself archived.
With the Subscribe option, you define whether users can subscribe to a notification.
Permanent recipients
Users or CAS genesisWorld resources as well as any e-mail recipients can be permanent recipients. These recipients will always be notified regardless of the triggering data record and whether or not they have subscribed to the rule.
Notifications for permanent recipients
Users with permanent recipient status will receive notifications when they have been given rights to triggering data records.
Clicking Select on the Action tab, opens the Select participants window. Select which users or groups are to be notified.
- Clicking BCC selection opens the CAS genesisWorld Select participants window. The selected users for each e-mail, all receive a copy of the e-mail when it is sent.
Notification text
The Subject field and the text of the e-mail can be edited with the text editor.
You can insert field values from any of the following: triggering data record, respective rule and addresses using the Table field tab, Action field and Address fields. You should keep the following considerations in mind.
Fields in notifications
On the Action tab for rules, you enter variable content for the Subject line and the notification text via the following tab entries: Table field, Action field and Address fields.
Some special considerations have to be kept in mind.
Table field tab
On the Table field tab, all the fields of the triggering data record are displayed.
Table fields are always filled out for a notification.
There are two options for the Notes field. Using Notes the complete field content is transferred. And using Notes (short) the first 1,000 characters are adopted.
Action field tab
Changing mode: Noun, refers to a change in the data record, for example, "Create", "Change", "Move"
Changing mode: Verb, this refers to a change in the data record, for example, "Create", "Change", "Delete"
Change log (short): an overview that includes the most important changes to the data record
Change log (complete): an overview that includes all of the changes made to the data record
User: this shows whose rights are being used to carry out the rule. Notifications sent to external addresses are carried out with the rights set for administrators. Use this field if you want to test a notification.
Data record type: this is the data record type for the data record that triggers the action. Texts between doubled colons (::) are repeated: for this to work, a double colon has to be inserted at the start and end of the respective text. This enables you to describe lists of changes.
Changed on: date of the change
Changed by: this is the user who last changed the data record and whose changes triggered the action. If several users have changed the data record, the user who last changed the data record is entered.
Data record ID: this is the unique ID (Globally Unique Identifier) for the data record.
Using Link to ..., you insert a link to the respective client and data record in the notification. The respective links open: CAS genesisWorld Web, the mobile app, or teamWorks.
For the Link to CAS genesisWorld Web, your administrator must also enter the CAS genesisWorld Web URL on the Server settings tab in the Management Console.
The Link to teamWorks field in a notification is only filled-in under specific conditions: users who have been entered as variable recipients will only receive this link if they have subscribed to the rule. This is why a user will not receive the links if he/she has only received the notification via the following option: Send notification even if a user has not subscribed to the rule. Users categorized as permanent recipients will not receive the links, even if they have subscribed to the rule. In addition, users must have logged on at least once via a respective portal.
The links to the mobile app do not require further settings.
Action name: this shows the name of the action that is triggered by the event, see also Notification, Data record change, New data record or Links
Server name: this refers to the Application Server over which the event took place
Subject for data record: this is the subject of the data record that triggers the action
Time: this is the time at which the notification was sent
Changed links: these are displayed if the links for the triggering data record are changed. The changes are displayed as a table in the notification.
Address fields tab
If you notify recipients from linked addresses, address fields can be inserted. For example, you as the customer can notify linked addresses in opportunities, in the process, you can address each customer personally using the Form of address field.
Notification address fields are only filled-out if an address is linked to a triggering data record, and the notification is sent to a linked address.
If a variable recipient user receives a notification, but no linked address, then the fields will remain empty even if the fields are used in the text.
If a user is notified via a subscription and a linked address, then the address fields are only filled-out in the message that was sent to the linked address, but not in the message that was sent to the user.
You can insert field values both in the e-mail subject field and in the text of the notification.
- To insert field values, select a field on the corresponding tab and click respective arrow. If the cursor hover over a placeholder, the previous is replaced by the new placeholder.
- Attachments lets you define whether the triggering data record is inserted as GBT file.
If the triggering data record is a CAS genesisWorld document record, an archive file can be inserted.
- With the Notify for own changes option, users who have changed the monitored data record also receive a notification.
Multilingual notifications
Your administrator defines whether notifications can be created in other languages on the Server settings tab in the Management Console. In addition, your administrator defines the Default notification language if a suitable language or a suitable notification cannot be detected for a recipient.
Existing notifications, for example, when changing or creating new data records are also available in the respective languages.
If notifications are possible in multiple languages, then a notification and languages tab are displayed on the Action tab. Action fields and Table fields are available on each tab in the respective language. The availability of multilingual input assistance values is a key prerequisite of these functions.
If a multilingual notification is available, then for a recipient a suitable language is defined automatically, according to the following characteristics and in the following order:
- If the recipient of the notification is a CAS genesisWorld user, then the user's Default language is used. The administrator defines this option in the Management Console.
- If the recipient's contact data is already saved in CAS genesisWorld as an Address data record, then the value in the Preferred language field is used. The Preferred language is defined in the address data record.
- If the recipient has been entered using an e-mail address, the system checks whether the e-mail address matches that of one of the CAS genesisWorld users. The system does not search the address stock. If a user's e-mail address matches the entered e-mail address, the field value in the Preferred language field is used.
- If a suitable language cannot be detected, or if the notification is not available in a suitable language, the notification is sent in the default language.