Email Notifications are configured based on email templates. Notifications are sent via email to folder owners and/or task performers that contain information regarding an action performed on a particular folder, for example, Task Completed, Task Assigned, Task Overdue, etc. You can also define conditions when these notifications are triggered, so that configured users will be emailed when event is triggered in the system. The application administrator/user with Manage Notification permission can access Notifications.
Navigate to Settings > Application Management > Notification. Here you will be able to see the system event notification for each case type in each application.
To view all notifications, including inactive notifications, uncheck the Show Active Only option.
NOTE: System Event Notification can only be edited. No new System Event Notification can be created.
Creating or Editing a Notification
Click New or Edit menu option from the above screen to create new notification or edit an existing notification. Select Application for the Notification. You can select Case Types, if notification is required only for the selected case types. If no case type is selected then it is applicable for all case types in the application. Select the Event for Notification and fill-in all the required details. The following screen shows the required fields to create/edit notification:
Specify the name, select an email template and recipients for the notification. The merge fields in the email template are merged.
Following are the list of events available to configure to notifications:
Event Name | Description |
Discussion Created | Notification can be sent to the configured users when a discussion is created |
Discussion Reply Posted | An email can be sent when a user posts a reply for an already started discussion |
Document Checked-out Overdue | Notification can be sent if the document checked out days is greater than configures time laps days for checked out documents. |
Document Undo-Checkout | Email sent when a Discard check out option is selected for checked out document and undo checkout is configured. |
Folder Aborted | Notification is sent to the configured users when a folder’s workflow is aborted |
Folder Closed | Notification can be sent when a folder is closed |
Folder Created | Notification can be sent when a folder is created |
Folder Custom Action | Notification sent when a case action is triggered for a folder. The name of the event should match case action. |
Folder Date field Due | Send a remainder notification for the selected folder date before due. Configure to send email beginning from a date before due date |
Folder Date Field Overdue | Send a reminder notification for the selected folder after the due date is passed. Configure to send the email after the due date. |
FYI Copy sent | For case types folders configured with FYI Copies, send folder details to the recipients. |
Task Accepted | Send an email when the task is accepted by the user. Not recommended to use this option, use Task Assigned. Reserved for eCASE COTS apps |
Task Assigned | Send a notification when a task is assigned. |
Task Completed | Send a notification when the task is completed. |
Task Delegated | Send a notification when the task is delegated. |
Task Due | A notification can be sent beginning some days before due date as a remainder. |
Task Error | To send task action failure notification to the sender. |
Task Overdue | A remainder can be sent somedays after the due date. |
Task Rejected | Email notification can be sent when a task is rejected by the assigned user. |
Reminder Notifications
Reminder Notifications are auto notifications sent to users to inform them of an approaching due date. Events like Task Due, Task Overdue and Folder Date Field Due and Folder Date Field Overdue provide the following additional options to configure reminder notifications.
Configure the Send Reminder to before or after every configurable number of days at specified Send Notification time.
Prompt Notifications
Users can configure some of the notification to show the prepared email notification before sending the notification. For example, Task Assigned Notification can be configured as Prompt notification so that user can add more information to the email message before Task assigned notification is sent out.
As shown above Prompt checkbox is available only for few events, where user interaction is available. When Prompt is checked then notification is triggered and prepared email message will be prompted to user to edit the recipients or message. If Prompt option is not available or unchecked then notification will be automatically sent by the system.
Notification Conditions
Notifications functionality allows users to configure the required email notifications for the application. You can configure notification conditions based on case fields and core fields, thus providing more flexibility to conditionally trigger the notifications. The notifications setup screen allows to configure the conditions.
The following is the list of steps to configure conditions for notifications:
Go to Settings > Notifications > New (Or Edit to modify the existing notification).
The following Notification screen pops up.
Conditions allows you to provide conditions based on case/core fields. The notification is thus filtered on the basis of results we get by evaluating these conditions. Default for these conditions is true which means the notification will always be triggered for this event without any filtering.
You can refer to the Workflow Assignment rules section which explains in detail about how you can create simple conditions which include single or multiple case and core fields or other complex conditions using the ‘Expression Editor’.
Click Save to save this Notification settings.
In eCASE, before sending out Notifications when certain events occur, the notification service checks the conditions configured on the notification and evaluates the rules. If the condition is satisfied, it sends out the email notification.