Configure Notifications and Notification Templates

HID_admin_configure_notification_templates
ccppmod142
HID_admin_configure_notification_templates
You can enable and disable notifications for all users at the system level. You can also configure notification templates.
3
 
Publish or Save Notification Default Settings
You can enable and disable notifications for all users at the system level. You can also update the notification settings only for users who were created after you last published or saved and also for users who did not update their notification settings.
For example, you can configure timesheet notifications only through email and then click Publish. Publish overwrites the notification settings, if any, that individual users set for themselves. The Save button updates the notification settings only for users who were created after you last published or saved and for users who did not configure their notification settings at the resource level. Save does not apply to users who modified their notification settings. 
Follow these steps:
  1. Select Administration, Data Administration, Notifications.
  2. Select the Notification Default Settings tab and modify the settings to match your business needs.
  3. Click Publish to apply the new settings to all users. 
  4. Click Save to apply the new settings to users who were created after you last published or saved and also to existing users who had not updated their own notification settings.
  5. Click Reset to change the settings back to the last published or saved settings.
: If users want to change notification settings after you complete the Publish function, they can enable or disable the notification settings only for themselves. Users can click
Home
, select
Account Settings
, and then
Notifications
.
 
Notification Templates
Notification templates contain object attribute tags in the subject and message body that act as placeholders. Notification templates correspond to specific functional areas, such as action items, escalations, and processes. When you send a message to a recipient through an alert, email, or SMS, an instance of the notification template is created automatically. If the notification template contains attribute tags, the new tags replace the old tags with the respective attribute value in the notification instance.
For example, <project.name> appears in the subject or description of a notification template in the Project functional area. Your entry replaces the placeholder with the project name when the message is delivered.
Configure a Notification Template
You can configure notification templates by adding and removing attribute tags and links to the subject and message body of the notification template. Use the notification properties page to edit the notification template subject and body.
Use the notification templates page to view the list of notification templates. Modified notification templates display in the list with a yellow checkmark icon in the Modified column.
Follow these steps:
  1. Navigate to 
    Administration
    ,
    Data Administration
    Notifications
    .
    The Notification Templates page appears.
  2. Select your filter criteria: 
    • Functional Area
      Defines the functional area of the product to which the notification pertains (for example, Timesheets).
    • Notification Name
      Defines a unique name for the notification template.
    • Description
      Specifies the notification template description.
    • Modified
      Specifies if the notification template contents are modified from the template default settings.
  3. Click 
    Filter
    .
  4. Click the name of a template to modify its properties.
  5. Click 
    Save
    .
Configure a Process Notification Template
You can modify process notification templates at the system level and at the process definition level. If you modify a template at the system level, these changes apply automatically to the corresponding notification templates at the process definition level. The changes do not apply to the notification templates that you have explicitly configured. If you modify a template at the process definition level, these changes apply automatically to the notification template at the system level. The changes also apply to all corresponding process notification template instances for that process.
 
If you are exporting process information using the XML Open Gateway, any instance-level process template modifications are not exported with the process information. Use the process notification read and write XML files to export and import notification information separately.
Add Attribute Variables to a Notification Template Subject
The Notification Subject field defines what displays in the subject line of a notification for a resource.
Follow these steps:
  1. Open the notification template.
  2. Click the Browse icon next to the Notification Subject field to add an attribute variable.
    The variable selection page appears.
  3. Select the attribute variables to add to the notification template.
  4. Click Add.
    The selected attribute variables append to the text in the field.
  5. Save the changes.
Add Attribute Variables to a Notification Template Body
The Notification Body field defines what displays in the body of a notification for a resource.
Follow these steps:
  1. Open the notification template.
  2. Click the Browse icon next to the Notification Body field to add an attribute variable.
    The variable selection page appears.
  3. Select the attribute variables to add to the notification template.
  4. Click Add.
    The selected attribute variables append to the text in the field.
  5. Click Save.
Add Hyperlinks to a Notification Template
Add hyperlinks to display in the body of notifications for a resource.
Follow these steps:
  1. Open the notification template.
  2. Click the Browse icon next to the Notification Body field.
    The attribute variables or links page appears.
  3. Click Links.
  4. Select the link to add to the notification template body and do one of the following:
    • Leave the default text in the Link Text field to display this text as the hyperlink.
      For example, by default, the option displays "To access this action item,
      click here
      " in the notification template body.
    • Clear the Link Text field to use the standard URL as the hyperlink.
      For example, the option displays "To access this action item, click:
      <URL>
      " in the notification template body.
    • Clear the default text from the Link Text field. Enter the display text to appear as the hyperlink.
      For example, enter "service document" as the display text for an action item notification template. The "To access this action item, click
      service document
      " text displays in the notification template body.
    The window closes. Your changes apply to the notification template body. The added hyperlink appends to the text in the field by default.
  5. Click Add.
  6. Save the changes.
Preview a Notification Template
You can preview the appearance of the notification template that a resource receives.
Follow these steps:
  1. Open the notification template.
  2. Click Preview.
  3. Close the preview window.
Restore Defaults for a Notification Template
You can restore modified notification templates to their default out-of-the-box values. The Notification Templates page indicates modified notification templates with a checkmark in the Modified column.
Follow these steps:
  1. Open the notification template.
  2. Click Restore Defaults.