Configure Notifications and Notification Templates

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HID_admin_configure_notification_templates
You can enable and disable notifications for all users at the system level. You can also configure notification templates and modify the design of the default email notification format.
 
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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. Click 
    Administration
    Data Administration
    Notifications
    .
  2. On the 
    Notification Default Settings
     tab, 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
.
Configure a Notification Template
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.
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 check mark icon in the Modified column.
 
Follow these steps:
 
  1. Click 
    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.
    1. You can edit the notification template subject and body.
    2. Click 
      Preview
       to examine the appearance of your changes.
  5. Click 
    Save and Return
    .
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.
The preview approximates the final notification. As seen by recipients, the actual appearance of the traditional default email notification appears as follows:
 
image2019-5-31_16-49-20.png
 
Restore Defaults for a Notification Template
You can restore modified notification templates to their default system 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
    .
New! Configure Your Own Branded Default Email Notification Format
In 15.6.1 and newer releases, administrators can replace the default CA Technologies (now a Broadcom company) logo with their own logo in email notifications that the system sends to inform users. After applying additional font styling and inserting custom text headers and footers, your end-users receive future notifications in a more responsive modern style that aligns with your corporate branding and communication standards.
As an administrator, you can adjust the settings on the new Notification Format page. Your settings define the cascading style sheet (CSS) that the system applies to the templates for all your Clarity PPM email notifications.
 
Follow these steps
:
  1. In the Classic PPM main menu, click 
    Administration
    Data Administration
    Notifications
    .
  2. On the 
    Notification Templates
     tab, configure the templates for the functional areas that are recognized by your organization. 
  3. On the 
    Notification Default Settings
     tab, select the Email checkbox for at least one functional area. (
    Why?
     This procedure explains how to modify the email template formatting that is applied only if your organization is using email notifications.)
  4. On the 
    Notification Format
     tab, configure the available settings to replace the system format with your own logo, text, and style options.
  5. In the 
    Company Email Logo
     field, click 
    Choose File
    .
    1. Select an appropriate image file. 
    2. In the future, administrators might not remember which file was selected or exactly how it looked. To view the current logo, click 
      Download
      .
    3. To remove your custom logo, click 
      Remove
      .
  6. Configure the optional 
    Message Header
    :
    1. In the 
      Email Header
       field, enter your custom message (text only).
    2. You can also adjust the font, size, and bold style options for the header.
  7. Configure the 
    Message Body
     formatting:
    1. You can adjust the font, size, and bold style options for the text in the notification.
    2. You can adjust the font, size, and bold style options for the hyperlink in the notification.
       The 
      text
       represents a label for the variable data. In this release, the 
      variable
       data takes on the appearance of the text. The Classic PPM 
      hyperlink
       styling now takes on a more modern look and feel. With reverse text on a shaded background, it takes on the appearance of a button. To build your mental model for these concepts, refer to the following image:
       
      notify_format_2.jpg
       
  8. Configure the 
    Message Footer
    :
    1. In the 
      Email Footer
       field, enter your custom message (text only).
    2. You can also adjust the font, size, and bold style options for your optional email footer text.
  9. When finished, click 
    Save
    .
Custom Notification Feature Highlights
The following image highlights the essential capabilities provided with this new feature and also shows related legacy features:
 
notify_format.jpg
 
 
c1.png
 
Logo and Header
: Choose a logo file to appear in email notifications. This image sets the tone and branding for your Clarity PPM communications with business users. The same image constraints for user avatar photos apply. Your image could span the full width of the email body and appear more like a banner. Although the example image above shows the logo image to the left of the greeting (Hi <username>) to reduce vertical height; your image is always centered above the greeting in the final layout. You can also enter an optional header message and set its font, size, and bold style.
 
c2.png
 
 
Message Body Text and Hyperlink
: You can configure the default font, size, and bold styling of text and hyperlinks in the notification email message. The content of the message varies by functional area and can also be modified.
 
c3.png
 
 
Message Footer
: You can also enter an optional footer message and set its font, size, and bold style.
 
c4.png
 
 
Notification Properties
: The content of the email messages that your users receive varies by functional area and can also be modified. This capability is not new; Classic PPM provided configurable notification templates since 13.x. The Preview shows the general arrangement of text and variable data; however, it does not show the new format styling options.
 Test your new notification format settings with a test user account in a test environment with different supported browsers, email web and desktop client applications, and operating systems before going live in a production environment.
Custom Notification Limitations
  • There is no restore option to reset the default notification format.
  • Notification formatting is only for email notifications.