How does the email notifications work?

How to define email notifications for tasks, messages and product saldo alarms and when to use email notifications

BROWSING AND CREATING NOTIFICATIONS

Spotilla has three different types of e-mail alerts: message alerts, task alerts, and inventory limit alerts related to the product and warehouse module.

Message notifications are notifications that are defined to be sent to one or more e-mail addresses when a certain type of message is created.

Task notifications are notifications that define the rules according to when and which e-mail message is sent from a fixed-term task and what information is included in the message.

Product Warehouse limit alarm is to define a email notification for product saldos in warehouse. 

Creating email notifications

  1. Select "Email notifications" under the "Manage tasks" menu. From this view, you can browse the e-mail notifications created on your system.
  2. Press "+ Create new email notification" in the upper right corner of the screen.
  3. First, choose whether you're creating a Message or Task or Product warehouse limit alarm from the Type drop-down menu.

Message type

  1. Give the email notification a name
  2. Add the email address or addresses to which you want the email notification about a new message to be send in the recipients field. For example, if the message is an Air Conditioning Maintenance error message, the e-mail would go to the employee or employees performing the air conditioning maintenance, or to an e-mail from the subcontractor's management.

    In the CC recipient field, you can enter the e-mail addresses to which the message will be sent as a "copy".
  3. Define the message that will be sent in the email. For example, "New air conditioning maintenance error message received."
  4. Select the message type or types that will trigger notification when one is creating a new message in Spotilla.
  5. Tick the boxes next to the information you want to accompany the email notification. Spot (device) name, Spot description, folder tree, Spot attribute information, author of the message. The last box adds the message author's email to the recipient list.
  6. Finally, press the "Create Notification" button in the lower left corner of the screen.

We recommend: When naming the email notifications, you should NOT use the names of people, but the types of messages to which the notification relates. 

It is also worth noting that the same notification can be used in several different message types for example, "Air conditioning maintenance error messages".

Creating a task notification

 

Name the notification.

We recommend: If the notification is to be sent only to the person in charge of the task, it is advisable to use a more generic name and delivery time, eg Service notification 14 days. In this way, the stimulus can be easily utilized in various tasks. If you want e-mail notification for different parties in different tasks, create the stimuli eg "Service notification 14 days Responsibility A" and "Service notification 14 days Responsibility B".

Next, you can add email addresses to the recipient field, but if the intent is that the notifcation only is send to the person in charge, this and the Cc recipient fields can be left blank.

Tick the boxes you want. The first box means that the email notification is sent to the person defined as the person in charge of the task (or all persons in the responsibility role). The last box means that the notification is accompanied by the text who is responsible.

In addition to previous you may define also that:

  • The email notification is sent every day to the executors, if the task is late and not done
  • The responsible will receive an e-mail acknowledgment when the task is completed
  • All persons who are in the "Recipients" or "CC Recipient" field will be prompted when the task is completed


    Finally, press the "Create Email Notification" button in the lower left corner of the screen

Once you have created task email notifications, you can use them in tasks. When you create a new task, select the desired task email notification for the task in the notifications field.