Adding an email notification

These are the possible scenarios when you can send an e-mail notification:

  • A document enters or leaves an activity.
  • A document is sent back to a user for more information.
  • A user provides the requested information.
  • A work item is in an activity queue for more than the specified number of hours.
  • An activity queue has more than the specific number of work items.
  • A document, such as a timesheet, is not submitted.

You can use the Email Notification (alco_notice_definition) table to determine when the email notifications must be generated automatically.

  1. Select Manage > Corporate Data.
  2. Select Email Notification in the Data Type field.
  3. Specify this information on the Message tab:
    Title
    A name for the email notification.
    Description
    The description of the email notification.
    Status
    The status of the email notification. The status can be Active or Inactive.
    Is Title Editable?
    Indicates whether the email notification title can be edited. Select Yes to modify the title of an email notification. If the value is set to No, only a super administrator can modify the title.
    Message Header Information
    The header information for the email notification that includes the Address Type and the Recipient Type.
    Subject
    The subject line for the automatically-generated emails.
    Note:  Click Insert to include the variables in the subject line.
    Message Body
    The text of the notification message.
    Note:  Click Insert to include the variables in the message body.
  4. Click the Trigger tab.
  5. Click Add. The Adding Trigger screen is displayed.
  6. Specify this information:
    Document Type
    The document type for the email notification. For example, expense report and timesheet.
    Trigger
    The event that triggers the email notification. When you select a trigger, additional fields are displayed. For example, if you select Transition, you must select the transition type that can be the trigger for the notification.
    Only send if the following user has access to Notice
    If this check box is selected and a user is specified, an email notification is triggered when the document has access to notices.
    Only Send if Document Contains Exceptions
    If this check box is selected, an email notification is triggered for the documents with exceptions.
    Only Send if document contains rejected Exceptions
    If this check box is selected, an email notification is triggered for the documents with rejected exceptions.
    Only Send if Document Contains Overrides
    If this check box is selected, an email notification is triggered for the documents with overrides.
    Only Send if document contains Audit Log entries
    If this check box is selected, an email notification is triggered for the documents with audit log entries.
    Maximum Number of Notices
    If this check box is selected and you must specify the maximum number of notices that can be generated automatically
    How Often Should it be Sent (Hours)
    If this check box is selected and you must define the frequency, expressed in hours, at which the email notifications must be triggered.
  7. Click OK.
  8. Click the Attachments tab.
  9. Click Add. The Adding Attachment screen is displayed.
  10. Specify this information:
    Attachment Type
    The type of attachment associated with the email notification.
    • Launch Connect Attachment: Use this option to insert a URL that launches the Infor Expense Management application from the email message.
    • Print File Attachment : Use this option to insert the printed document as an attachment
    • User Provided Attachment: Use this option to insert an attachment generated by a custom Java class to the email message. You must specify the Java class and the parameters related to the class, if any.
    Include in Message Body
    If this check box is selected, the attachment is included as a message. This field is displayed only if the Attachment Type field is set to Launch Connect Attachment or Print File Attachment.
    Print Template
    The print template for the attachment. This field is displayed, only if the Attachment Type field is set to Print File Attachment.
    Locale
    The locale for the attachment. The locale determines the language in which the attachment is printed, determines the paper size for the printed attachment, and the formats for the dates. This field is displayed, only if the Attachment Type field is set to Print File Attachment.
    Attachment Class
    The attachment class associated with the attachment. This field is displayed, only if the Attachment Type field is set to User Provided Attachment.
    Attachment Parameter
    The format information associated with the attachment. This field is displayed, only if the Attachment Type field is set to User Provided Attachment.
  11. Click OK.
  12. Click the Short Message tab.
  13. Specify a message to be sent to a Short Message Service (SMS) device such as a smart phone, cell phone, and a pager. In case a character count limit is specified for the device; the character count of your SMS message is displayed in the Character Count field after saving the information.
  14. Click Insert to insert a reference for key items such as document ID and document owner. For example, %documentId% or %owner%.The Pick Key Word screen is displayed.
  15. Select the key word and click Pick Selected.
  16. Click the Membership tab, if required, and add the data groups. See, Adding or removing data groups from a corporate date type.
  17. Specify an external key, if required. See, Creating an external key.
  18. Click Add to save the data.