The Global Notification Emails allow farmerswife to send out emails to alert Users, Contacts, and manually added email addresses when certain changes are made in the system that they need to be aware of. These changes could be for example when a Booking Status changes, a Project is closed, or a Media Order is assigned to a User.
ARTICLE TABLE OF CONTENTS
Settings
Before you start, make sure to configure the Pre-requisites.
It is necessary to enable the Notifications Setting of all Users who are supposed to get any notification email. Setting can be adjusted in Object Manager > User profile > Web Permission Profile > Notifications = enabled.
Notification settings can then be configured by an Advanced User with Toolbox > Settings > Notifications.
Silence All Notifications
- Global Setting (changes apply to ALL Users)
- Ticking the box will pause sending out any of these Notifications configured here.
Global Notifications Defaults
Here you can define the default settings that will automatically apply to all Users in the system, and to new Projects:
- In the Contacts pane, use the green plus icon to Select Contact Or Insert Email Address to be added to the default list of people who will be notified on all Projects. Tick the check-box next to the Contact to enable or disable it. Use the Bin icon to remove a Contact.
- In the Email On Event pane, select what will trigger the notification to those contacts:
- On Booking Global Status Change: This notification will be triggered when the Global Status of a Booking in the Project changes. It does not trigger on Booking Creation.
- On Booking Time Report Change: This notification will be triggered when a Time Report in the Project is filled in. For each time report an email is sent out and will look like the below:
- On Media Order Status Changes: This notification will be triggered when the Status of a Media Order changes.
- On Media Order Job Status Change: This notification will be triggered when the Status of a Media Order Job changes.
- On Project Closing: This notification will be triggered when the Project is deactivated.
- On Booking Declined By A User (Also Notifies Owner): This notification will be triggered when the Status of an Involved User changes from Pending User’s Approval to Declined (by User).
If the Web Profile setting User Must Accept Or Decline New Booking (in Web Profile > Events > Objects > His Own Object) is set and the User is added to a Booking that he then declines, the Person who is added to the Notification list and/ or the Booking Creator (Owner) will receive a Notification Email once the User has declined. If various Users have declined the same Booking, one Email per Booking is sent out. Refer to the User Approval manual for more details. - On Booking Accept By A User (Also Notifies Owner): This notification will be triggered when the Status of an Involved User changes from Pending User’s Approval to Approve (by User).
If the Web Profile setting User Must Accept Or Decline New Booking (in Web Profile > Events > Objects > His Own Object) is set and the User is added to a Booking that he then approves, the Person who is added to the Notification list and/ or the Booking Creator (Owner) will receive a Notification Email once the User has approved. If various Users have approved the same Booking, one Email per Booking is sent out. Refer to the User Approval manual for more details.
Web Profile Setting for "User Must Accept Or Decline New Bookings"
- On Ad-hoc Time Report Creation (from 6.6 SP1): A notification is sent when a new ad-hoc time report is added for a project.
- On Booking Declined By User - Only Alternate Email (from 6.7): This notification will be triggered when the Status of an Involved User changes from Pending User’s Approval to Declined (by User).
If the Web Profile setting User Must Accept Or Decline New Booking (in Web Profile > Events > Objects > His Own Object) is set and the User is added to a Booking that he then declines, the Person who is added to the "Alternate Email" box will receive a Notification Email once the User has declined. If various Users have declined the same Booking, one Email per Booking is sent out. Refer to the User Approval manual for more details.
The email will ONLY be sent to the email addresses that are configured in the "Alternate Email" button. - On Booking Accept By User - Only Alternate Email (from 6.7): This notification will be triggered when the Status of an Involved User changes from Pending User’s Approval to Accepted (by User).
If the Web Profile setting User Must Accept Or Decline New Booking (in Web Profile > Events > Objects > His Own Object) is set and the User is added to a Booking that he then accepts, the Person who is added to the "Alternate Email" box will receive a Notification Email once the User has accepted. If various Users have accepted the same Booking, one Email per Booking is sent out. Refer to the User Approval manual for more details.
The email will ONLY be sent to the email addresses that are configured in the "Alternate Email" button. - On Project Customs Changes (from 6.8) - this notification allows to notify selected users when values on Project Custom Fields get updated. The email contains: Project number and name and the list of all custom fields which were updated, it also says how the value has changed by showing old and new value.
- On Project Activation (from 6.8) - this notifications allows you to notify selected users, when project is created or made active (after it was set to inactive). It contains project name and number and says that the project is now active.
The following two settings are configured per User:
- Always Add Me To Notification List When I Create A New Project: When enabled, the Project owner (User who created the Project) will always receive these notifications.
- Send Notifications To Me When Requests Are Created Or Modified: This option is only available if the User has the Receive Requests User Permission enabled (Object Manager > Advanced User > Modify User window > Permission Profile > Edit). Users that are connected to the farmerswife Client application will not receive the notification via email.
- Include Booking Custom Fields
- Include Booking Owner (Created By)
At the bottom of the window, the setting When A Media Order Is Assigned To A User is outside of the Email On Event panel because it applies to the Users that have a Media Order assigned to them, even if they are not listed in the Contacts panel.
Apply To All Projects
You can also use the "Apply To All Projects" option to enable the current settings for all projects.
Project Notifications
To access the Notification options on a Project, click on the Eye menu and select Notifications in the drop-down menu.
N.B. A new Project automatically inherits the Global Notification Defaults defined in the Toolbox Settings
You can modify them by manually adding or removing Contacts and changing the Email On Event options per Project.
Use the Load Related Contacts to add Contacts that have a relation to this Project. A relation can come from Project data or Project Custom Fields, but also Bookings or Booking Custom Fields. Once added, tick the box of the Contacts that should receive an Email Notification.
When you Load Related Contacts you can decide who should get the email by ticking their check-boxes.
Use the Load Global Defaults on Projects that were created before the Global Notification Defaults were defined, or if by mistake you removed a Contact or a tick on one of the Email On Event check-boxes.
Booking Custom Fields Notifications
Additionally, to a Booking Change Trigger, it is possible to INCLUDE Booking Custom Field information in the email. This might be useful to finalize workflows or to pass on a job to another colleague with the needed information.
To activate this notification go to Toolbox > Settings > Notifications > Global Notification Defaults and select the option for when an automatic email should be sent out.
In this example, it will be the Checkpoint change that triggers an email.
Additionally, tick the checkboxes:
- Include Booking Custom Fields
- Include Booking Owner (Created by)
E.g. When Maria, the editor, finishes a Program and has filled in all the necessary data in the Booking Custom Fields of the Edit Booking, she will set the Checkpoint Status to Completed. This Checkpoint Change will trigger an email below to the Contacts setup in the Global Notification Defaults window.
Media Order Notifications
Media Orders attached to a Project inherit the Notification settings from the Project.
To access the Notification options on a stand-alone Media Order (Media Orders not attached to Projects), click on the main drop-down menu and select Notifications. Adapt them as needed.
What is displayed in the email:
The email subject shows the Project name and number, as well as Booking / Media Order name and number.
The body again shows the Project name and number and the Booking / Media Order name and number. Next, it shows details of the change itself.
In this example, the HR department receives an email with a notification that Anne and Maria accepted a booking.
Customizing the email
The Global Notification Email template it is located in: farmerswife server > html_templates > other > notifications_email > notification_email.html
* IMPORTANT: If you change this file, you need to make a backup of it, so you can replace it again after an upgrade of the farmerswife Server application.
On Windows, you can change the permission to "read only"; then when upgrading the WIFE Server application, simply "Ignore" that this file is set as "Read Only" during the installation process.