Notification Rule
A notification rule sends a Notification Template to people. An event rule sends it the moment a record of a screen is created, edited, opened, deleted or reversed. A date rule checks the screen’s records through the day and reminds before, or chases after, a date.
What it is for
The screen reads the rule back as one sentence and warns when the rule would look right but send nothing. Its own guidance, which this page repeats:
- Event rules need at least one of Create, Edit, View, Delete, Reverse ticked; the save refuses a rule raised by nothing.
- Date rules need the date field to watch. The server sends at most once a day per rule. Execution Time empty or 12:00 AM means 08:30. Nothing goes out before the Execution Date.
- Without a Days Left condition, a daily date rule reminds every day until the date. Tick the reminder days (7, 3, 2, 1, on the day) to send only on those days.
- Recipients: User (one login; it stops when they leave), User Group (everyone in it on the day; safer), Email (an address with no login), Record Column (whoever the record names; date rules only).
Category and screen are locked after the first save.
Every field in plain words
General
| Field | What it means | What to put |
|---|---|---|
| Notification Rule | The rule code. | Required. A short code; it cannot be changed once the record exists. |
| Name | Its name. | Required. |
| Process Code | The screen watched. | Required. Locked after the first save. |
| Notification Template | The template sent. | Optional. Pick from the Notification Template list. |
| Notification Category | Event or Date. | Required. Locked after the first save. |
Basic Data
| Field | What it means | What to put |
|---|---|---|
| Object No | Date rules: which date to watch. Due Date is the record’s open activities, each checked on its own. | Required on a date rule. |
| Day | Before: remind while the date is ahead. After: chase once it has passed. | Optional. Pick from the list. |
| Execution Date | Nothing goes out before this day. Weekly and monthly rules take their weekday and day of month from it. | Optional. A date. |
| Execution Time | Time of day it goes out. | Optional. |
| Execution Cycle | How often it may send: Day, Week, Month, or Once. | Optional. Pick from the list. |
| Last Sent | When it last sent. | Filled in by the server. Look here first when nothing arrived. |
Basic Data
| Field | What it means | What to put |
|---|---|---|
| Create | Send when a new record is saved. | Tick or leave clear. |
| Edit | Send when a saved record is changed. | Tick or leave clear. |
| View | Send when someone opens the record. For audit only. | Tick or leave clear. |
| Delete | Send when a record is deleted. | Tick or leave clear. |
| Reverse | Send when a record is reversed. | Tick or leave clear. |
Trigger Condition
Trigger Condition: optional; empty means every record.
| Column | What it means | What to put |
|---|---|---|
| Trigger Rule | When for the first line, then AND (both must hold) or OR (either will do). | Optional. Pick from the list. |
| Object No | A field of the screen. | Optional. Pick from the list. |
| Condition | The comparison. | Optional. Pick from the list. |
| Value | The value; offers the field’s own list where it has one. For between, type both ends: 3 and 7. | Optional. |
Notification
Notification: who receives it.
| Column | What it means | What to put |
|---|---|---|
| Base On | User, User Group, Email or Record Column. | Optional. Pick from the list. |
| Base On Value | The user, group, address or column. | Optional. |
How to configure it
Which fields are required, greyed, hidden or pre-filled for a company is set on Organizational Structure Setting, in its Default Parameters grid, and one user can differ through User Parameter Value.
What it is connected to
- Picked on these company setup screens: Approval.
- Set up a new company - where this screen fits in the setup order.
If something looks wrong
- Save refuses a date rule. The date field to watch is empty.
- Save refuses an event rule. None of Create, Edit, View, Delete, Reverse is ticked.
- Nobody got the reminder. Read Last Sent. Check the Execution Date is not ahead, and that Record Column recipients are only on date rules.