Automation notifications (SM205040)

This topic gives you information about the elements that you find in this window in Visma Net, such as fields, field values, buttons, and check boxes.

You can use this window to configure private and public notifications about record changes. You configure private notifications to be received by only particular recipients.
You configure public notifications about typical changes that might occur in documents of a specific type, and users can sign up to receive notification emails about these changes in particular documents.

You can create and use email templates with special variables—that is, place-holders where the system will insert the recipient's personalised data when the system generates the email. Alternatively, an electronic version of the changed document can be sent as an attachment or as the email body if an appropriate report (to be used as a template for generating the electronic document) is specified.

Button Description
View window Opens (as a pop-up window) the window for which the notification is configured.

You can use this area to create a new notification or to select an existing notification and view its details.
For a new notification, you select the Visma Net window on which the document is created or changed.
You also specify whether the notification email should contain the document (generated in accordance with its template, which is defined by the report you specify) or a predefined message with the document used as an attachment.

Element Description
Window ID The ID of the Visma Net window (screen).
Click the selector icon to display the tree, and select the window by its name from the tree.
Notification ID The unique identifier, which the system automatically assigns (by using the Description value) when you save the notification for the first time.
You can select existing notifications by their IDs and view notification details.
Description A description of the notification, which will serve as its identifier.
This value can be an alphanumeric string of up to 10 characters.
Active A check box that indicates (if selected) that this notification is active.
Public A check box that indicates to the system (if selected) that this notification is public, which means that other users can sign up to receive notification emails.
Subject The subject to be used for notification emails.
Data source The data source of the notification email. Select one of the following options:
  • Report:
    To send an electronic version of the document with the notification email.
    The system generates the document by using the specified report as a template.
    The document can be sent as an attachment or as the email body.
    Select the particular report in the Report ID field and the format in the Report format field.
    To send the document in the email body, select the Embedded check box; in this case, no other text can be specified for the email message.
  • Action:
    To also execute a specific action once a notification email is generated.
    If you select this option, specify the action in Action name.
  • None: To not perform any additional actions.
Report ID The report that is a template for generating documents if Report is selected as the data source.
The document based on the specified report can be sent as an email attachment or as the email body.
Report format The format to be used for the document if Report is selected as the data source.
Embedded A check box that you selectt to indicate to the system that the report-based document should be used as the email body.
This check box is available only if Report is the selected data source.
Action name The action to be executed once the notification email is generated.
If you select an action that is actually a menu, you can select a particular action in the Menu text field.

The Action name field is available only if you have selected Action as the data source.
Menu text The action from the menu selected in the Action name field to be executed once the notification email is generated. Menu text is available only if you have selected Action as the data source and have selected an action that is a menu.

On this tab, you can create a message by using a WYSIWYG text editor with a text field and toolbar.
The toolbar of the text editor has formatting tools similar to the ones used by many popular text editors.
You can insert place-holders—system variables enclosed in double parentheses, such as ((CustomerFullName))—to use recipient data to personalise notification emails when they're sent.

This tab doesn't appear if you select the HTML report format and you select the Embedded check box.

By using the editor, you can perform the following actions:

  • Type the text of the email
  • Insert place-holders (special links to recipient data) into email text and the To and Subject elements
  • Change a font and size for selected text
  • Copy, cut, and paste selected text
  • Create a numbered or bullet list
  • Attach a file to the email by clicking the Attach file icon on the editor toolbar
  • Insert an image by clicking the Insert image icon on the editor toolbar

On the Conditions tab, you can specify the conditions that the system checks each time the document is saved.
The system generates a notification email only if the conditions are met.

Column Description
Active A check box that you selectt if the condition specified in this row is active and should be used for the notification.
Brackets The opening bracket for a logical expression. Brackets are used to designate the order of operations.
Field name The field in the window whose value is used in the condition.
Condition

The logical operation to apply to the value of the chosen data field.

The following options are available:
Equals, Does not equal, Is greater than, Is greater than or equal to, Is less than, Is less than or equal to, Contains, Starts with, Ends with, Does not contain, Is between, Is null, and Is not null.
Is relative A check box that you selectt if the field value is relative to the current business date.
This option is used only for date fields.
Value The first value of the condition to be compared with the chosen data field value.
Most of the conditions require only one value, while Is between requires two values.
Value 2 The second value of the condition, if required by the chosen condition.
Brackets The brackets for enclosing a logical expression. Brackets are used to designate the order of operations.
Operator The logical operator, And or Or, to be used to join logical expressions on different lines.

On this time, you can select email addresses to which the notification emails are be sent.

Column Description
Active A check box that you selectt if this address is active and should be used for the notification.
Source The source of the recipient addresses.
The option you select determines the email addresses you can select from in the Email field.
Select one of the following options:
  • User: The users of the website, generally the employees
  • Document: The contacts associated with the document
Email The email address of the user or contact.
Type The way this type of the email address should be used.
You can select from the following options:
  • To: As an email recipient address
  • CC: As the email address of a person to receive a copy
  • BCC: As the email address of a person to receive a hidden copy
  • Reply: As the email address of a person to receive a reply to the notification

On the Fields tab, you specify the window fields any changes in which for the document should be monitored by the system.
When a user clicks Save, if the system detects that the field values have been changed since the last notification, a new notification email will be generated.

Column Description
Active A check box that indicates (if selected) that you intend to monitor the field (specified as the Field name) for changes.
Field name The field to be monitored for changes.
Recipients will be notified each time the value of the field changes.

Concept Information

About change notifications on data entry windows

Related windows

Send notifications (SM205050)

Send reports (SM205060)