Alerts & Notifications: Create/Edit/Delete
To access Notification Templates, click Manage/Setup, Notification Templates, then Create Notification Template to begin the creation process, or click Notification Template List to view all existing Notification Templates.
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Overview – Create
Upon clicking Create Notification Template, the following image displays:
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When users are brought to this screen, they will be prompted to select a Notification Area (also pictured above). Once a Notification Area is selected, the user will select any table associated with the selected area.
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After this, the user will be prompted to begin selecting the fields in which they would like to use on their template(s).
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After this, system admins may use the fields selected in the Template Subject/Body. In this scenario, the task template that is sent out is not that of the generic workflow but is instead set up to the admin’s specific needs.
Sub-Tables
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To add sub-tables to a notification, you will need to select the ones in which need to be merged (similarly to how the user selects fields to merge in a notification). To do this, click the Templates Select Sub-Tables link from the left navigation menu. The user will be taken to the Mergeable Sub-Table page showing all the sub-tables that can be merged. When all desired sub-tables have been selected, click Save Sub Tables.
When the user selects sub-tables, they will then need to select which fields will be used in the sub-table upon being merged. To get here, click Manage Sub-Table Fields to get to the sub-table field selection page. Here, the user may pick which fields are merged when the sub-table is created along with any rules for what sub-table data is merged.
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1. Select Sub-Table/Grid
2. Optionally, the user may set conditions as to when this sub-table will merge.
3. Select/Deselect fields using the arrow buttons. Users may change the display name of the field, as well as auto total the field.
4. Upon completion, click Save Sub-Table Details. This will add the sub-table to the list of sub-tables that may be merged on the notification subject/body page and/or task note section.
NOTE: If a sub-table is selected but no fields are selected to display, this may not be able to be used on the notification subject/body page and/or the task note section. The system will display the following message, alerting the user.
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If sub-tables are added but do not have any field selected in the Manage Sub-Table Fields area, they can not be used in the notification body until fields are selected and layout is created.
Attaching a Notification Template To a Workflow Task
1. Navigate to the desired workflow in which the user would like to attach a notification template.
2. Click the Tasks ribbon.
3. Click the Pencil & Paper Icon to edit the task.
4. The task will now open. From here, click the dropdown under Notification Template
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When everything is set, alerts will send out in the way in which the system administrator built them. Below is an example of a created Notification Template
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The following notifications use the following design:
- Employee Password Reset
- E-Sign reminders
- Report emails
- Contract Expiration Warning
- All other non-Task emails except One off and secure emails
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Social Media Pages on Notification Templates
On the Template Subject/Body page, admins may choose to show social media. As of right now, ONLY CobbleStone's social media may appear.
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NOTE: If a Notification Template is being used on a workflow process, the template cannot be deleted.
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Editing a Notification Template
1. Click Manage/Setup
2. Click Notification Templates
3. Click Notification Template List
4. Click Manage/Edit next to the Template that requires editing (pictured below)
5. Make the appropriate changes and click Save and Continue when finished.
Deleting a Notification Template
1. Click Manage/Setup
2. Click Notification Templates
3. Click Notification Template List
4. Click Delete next to the Template that requires deletion (pictured below)
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