Notifications
Notifications in the Vizion Platform are used to send automated emails or texts when certain events happen (field updates, new Trackor® record created, and so on) in the system. Notifications can include custom messages and links for recipients to click on in order to take any needed action.
Choosing the Type of Notification to Create
Depending on the purpose of your notification and your permissions, you will create either a Local or Global Notification.
Local Notifications (L:) created by individual users to send a customized message to their own Email.
Global Notifications (G:) work on a subscription system where typically users can choose to subscribe/unsubscribe to the notifications set for their security role. Global notifications are usually created and managed by the Administrator.
To Send Notifications To: | Create: |
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Yourself | Local Notification |
Specific End Users | Global Notification and assign to the appropriate Security Role and specify user(s) with the User Filter |
All End Users with a Particular Security Role | Global Notification and assign to the Security Role without adding the User Filter |
Static Emails | Global or Local Notification and use the Also Send TO field |
Emails entered into a Text Field | Global or Local Notification and use the Select Recipients using SQL hyperlink |
Adding a Local Notification (for yourself)
Users set up their own Local Notifications to be self-notified by email or text of certain events in the system.
Steps to Add a Local Notification | ||
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1 | Navigate to Dev Center > Build Applications > Notifications |  |
2 | Click Add. |
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3 | Complete the first set of fields on the General Tab. The Scope will be Local. See Notification - General Tab. | |
4 | Click Apply. |
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5 | Click on the Filter icon and set the parameters to limit what triggers the notification. Click OK.
Your selected parameters are displayed below the Filter icon for your quick reference.
In addition, you can click the Show Trackors icon to see the Trackors that would be included in your filter.
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6 | Click on the Select + (title depends on Notification Type selected). A new window appears where you can search for the entity (field(s), modules, task dates) that will act as the trigger for your notification. You can pick more than one. Click OK. You will see your selections updated within the Select box after making your update. As you make updates to the notification details, it is always important to periodically save your updates. | |
7 | For information on configuring the Email, see Email Configuration. |
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8 | Click OK. Your local notification is complete. You will now receive Emails/texts a few minutes after the notification is triggered. You cannot change the Scope, Notification Type or Primary Trackor Type for a saved notification. If any of these are incorrect, delete the notification and start over. | |
Notification - General Tab
Field Name | Field Description |
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Name | Enter a unique name for your notification. |
Scope | Select Local for a local notification and Global for a global notification. |
Assigned To | The default is your user ID; however, if you are setting this up for someone else, you can click the ellipsis and select another user ID. N/A for global notifications. |
Notification Type | This determines what event will cause the local notification to be sent. For example, the Trackor Updated notification type - allows you to specify the specific field that will trigger the Notification. Notification types that display as selections for this field depend on Security Role permissions. |
Primary Trackor Type | Select the Trackor Type that is related to the fields you need for your notification. |
Reply To | User(s) who receive the email Notification will be able to reply to this email address. |
Also Send TO | Enter the static email address for additional user(s) (including those external to the system) that the notification should go to. Separate multiple emails with commas or semicolons. Users need ADMIN_NOTIF_EXTERNAL_EMAIL permissions to use this field. For adding user emails from the system to Global Notifications, use the User Filter. See Adding a Global Notification.
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Select Recipients using SQL | Click the hyperlink to add SQL query for a text field that contains an email address which is pulled for email distribution; users need ADMIN_NOTIF_EXTERNAL_EMAIL_SQL permissions to use this feature. |
Notif Service | Select Default to keep the notification as an email and select SMS Notification to have the notification be a text. |
HTML? | Checking this box enables Html code to be applied in the message body to add color and text options. See Enhancing Your Notification Using HTML. If left unchecked, the email will be sent using plain text. |
Group into Threads | Checking this box groups notifications into an email thread. If you expect many notifications due to lots of transactions, this feature will consolidate notifications into a single message to avoid a spam-like email experience. |
Don’t notify the author of changes | Checking this box avoids notifications about the user’s own actions and reduces the number of received notifications. |
Email Configuration
The details you enter in the Subject and Message Body are up to you. These can be static or include Attributes to customize and insert details based on the Trackor record that is triggering the notification. For example, attributes may include the username of the person who made the change or the date the change was made.
To use Attributes, select from the Attributes drop-down to select standard attributes or the appropriate Trackor Type. Then you can scroll through the resulting list for the attribute you need.
Steps to Configure the Email | ||
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1 | Subject - Enter the subject with static text and/or attributes. | |
2 | Message Body - Enter the body of the Email with static text and/or attributes. You must check the Html? box to use HTML formatting. See Enhancing Your Notification Using HTML. | |
3 | Attachment - Click the ellipses to open a window with attachment selections. Select up to 10 applicable attachments (E-File fields). Click OK. | |
Enhancing Your Notification Using HTML
You can add cosmetic enhancements to your Notification message using HTML. Below is an example e-mail and the code used in the Message builder to format the text.
Adding a Global Notification
As an Administrator, you can set up a global notification. The procedure is similar to creating a local notification but with some additional features to control who receives the notification Email and allow end-users to subscribe/unsubscribe to the notification.
Steps to Add a Global Notification | ||
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1 | Access the Notifications page under the Build Applications menu in the Dev Center. | |
2 | Click Add. |
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3 | Complete the first set of fields on the General Tab. The Scope will be Global. See Notification - General Tab.
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4 | Review the Checkbox Settings unique for global notifications:
Click Apply to save your changes. | |
5 | Click Apply. |
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6 | Click on the Filter Icon and set up your desired filter parameters. This will limit Notifications to only records that meet the filter criteria. Click OK. Your selected parameters are displayed below the Filter icon for your quick reference.
In addition, you can click the Show Trackors icon to see the Trackors that would be included in your filter. | |
7 | Click on the Select + (title depends on Notification Type selected). A new window appears where you can search for the entity (field(s), modules, task dates) that will act as the trigger for your notification. You can pick more than one. Click OK. You will see your selections updated within the Select box after making your update. | |
8 | Click on the User Filter. This feature allows SQL to be written to determine notification Email recipients based on User Selector Fields. Here you define where to locate the field where the User ID who needs to be notified is assigned. For more user filter examples, see User Filter SQL Examples. Click OK. |
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9 | Click Apply.
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10 | For information on configuring the Email, see Email Configuration. |
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11 | Click Apply to save your changes. |
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12 | Assign your Global Notification to applicable Security Roles. From the Role Assignments tab on your Notification, check the box next to applicable Security Roles who need to be subscribed to this Notification. Make your selections and click Apply. | |
13 | Enable the Notification when ready!
Now, your notification runs when triggered by applicable updates.
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User Filter SQL Examples
Below are SQL examples for setting the User Filter for your notification.
Assigned User List
Global notifications have an Assigned Users tab that show all users assigned to the notification. From the Notifications page, select the global notification and click Edit. Click the Assigned Users tab.
Subscribing / Unsubscribing to a Notification
If the notification does not Auto Activate for Subscribed Users, the user needs to select the notification in their User Settings (see Notifications Tab in Configuring User Settings) in order to receive the notification. Users can unsubscribe in their User Settings if the notification does not have Forced Subscriptions or click the UNSUBSCRIBE button in the email. Clicking the button in the email presents a window for the user to confirm the action.
Using the Notification Queue
The Notification Queue page consists of a queue of all system-generated emails. On this page, users are able to search for specific email notifications. For more information, see Notification Queue.
Administration for NotificationsAdministrators use the Notification Types tab on the Security Roles page to add Notification Type selections for a security role. Users may need privileges for the following security groups: ADMIN_NOTIFICATIONS - to manage Global Notifications ADMIN_NOTIF_EXTERNAL_EMAIL - to have access to the Also Send TO field ADMIN_NOTIF_EXTERNAL_EMAIL_SQL - to have access to the SQL Send TO hyperlink. ADMIN_NOTIV_QUEUE - to manage the Notifications Queue page. NOTIFICATIONS - to select/deselect notifications in User Settings The System Parameter NotifMaxAttachmentSize allows the Administrator to set the value for Maximum attachment size for notifications in bytes. |
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