Notification Settings

As an administrator, you can create various notification categories and subscriptions under "Notification Settings". You can place your subscription in the appropriate notification category. 

Notification Category

The Notification Category is the one under which the notifications are triggered for various actions on UI or backend.

The categories are then visible to the respective users on the Notifications page, "Notifications Dashboard", by clicking the notification bell icon on the top right. A red dot will be displayed along with the notification bell icon which indicates that there are unread notifications for the user to go over.

 

 Please refer to "Notifications Dashboard" for more detials.

 

Creating Notification Category

To create a notifications category:

1. Click the "Notification Settings" menu under the "Admin" navigation menu on the top.

 

2. Click "Category". The "Notification Category" index page opens. The existing categories are listed in a grid. The grid has sort and filter functionalities at the right of each column heading with arrow and filter icon respectively. The page also has pagination displayed at the bottom-right.

 

3. Click "Create" on the far right in the title bar on top. The "Create Category" page opens with the "Details" tab. 

4. Enter the appropriate "Category Name" and click "Create". The user is redirected to the "Notification Category" page with the created category listed on the top row.

 

 

Editing Notification Category

As an administrator, you can create as well as edit various notification categories.

To edit a notification category:

1. Click "Edit" on the three dots of the actions column in the last on the "Notification Category" index page. 

2. Update the existing category name in the "Category Name" field, and click "Update". The updated notification category name appears on the " Notifications Category" page.

 

Deleting Notification Category

To delete the Notification Category:

1. Navigate to the "Notification category" page.

2. Select the categories you want to delete.

3. Click "Delete" on the right above the grid.

 

Subscription

Creating a Subscription

Using Subscriptions, you can create user notifications and assign appropriate recipients.

When creating a subscription:

• Define the entity or a task for which the notification is to be sent.
• Define the event for which it will be sent.

To create a subscription:

1. Click the "Subscription" menu of "Notification Settings". The "Subscriptions" page opens. On this page, you can see a list of all the existing Notification Templates and their details. 

 

 

2. Click "Create" on the top at the far right. The Create Subscription page opens.  

There are following tabs on this page:

• Details
• Template
• Recipient
• Verify

Note: When creating or editing a subscription, the Administrator must make sure that he set his language preferences to English (United States). Otherwise, an information message is displayed. Subscriptions can be created in English only. If you need your subscription in various languages, you can provide the localized content to the ICI configuration team to add it to the database through scripts. 

Details

3. Enter the mandatory fields:

• Type an appropriate "Template Name" for the subscription.
• Select an "Entity Name" such as "Agreement".
• Select an "Event Name", such as "Agreement Approved".
• Select a "Category Name" such as "Agreement Notifications".
• Click "Next". The "Template" tab opens.

Template

4. On the "Template" tab, define a template for user notifications and email notifications:

• Type appropriate subject in the "Template Subject" textbox. All the notification emails using this template would have this content in the subject line.
• Type an appropriate message in the "Template Body". Click the "Attributes" list to tag respective attributes in the template body. You can also format the selected attributes by using menu options.
• Click "Next". The "Recipient" tab opens.

Recipient

5. To add recipients:

• Click "Add Recipients". The "Add Recipients" drawer slides from the right.
• Select "Select Roles" such as Approver, Internal Reviewer, etc.
• Select "Select Attributes" such as Created By, Modified by, etc. For more details see the "Configuring Email Type for Notification" below. 
• Select "Email Type" such as To, From, CC, BCC. For more details see the "Configuring Email Type for Notification" below. 
• Check the "Action User" if necessary.
• Select a desired user from the displayed grid or search a user using the "Refine View" filter left pane (Note: If "Refine View is collapsed, then expand to view it).
• Click "Add". The user name and role get added to the list.

 

For example, two recipients are added, "First Approver" with Role "Approver" and "Vijay Soni" as role "Reviewer.

 

 

Note: You can tag users in the Notifications Template using their usernames or Email IDs.

•  Click "Next". The "Verify" tab opens.

Verify

6. On this tab, verify all the information you entered for the Subscription. You can use the Collapse/Expand All icon on the top right to expand the data in all tabs or can expand or collapse individual tab data.

Click "Create" to create the Subscription. Notifications will be sent as and when the respective event occurs.

Notification can be sent in multiple languages. If there are multiple recipients with different language preferences for the respective event. The language is identified from the language set by the Internal User and External user with login privileges in their "Preferences". One single email is sent to all the selected recipients with the content in different languages. The recipients can simply scroll through the email and read the content drafted in their preferred language.

Refer "Create a Subscription" page for more details.

Editing a Subscription

To edit a subscription:

1. Click the three dots in the actions column in the far right of the "Subscriptions" grid.2. Click "Edit".

The "Edit Subscription" page opens.

 

 

Deleting a Subscription

To delete a Subscription:

1. Select the one or more subscriptions you want to delete.

2. Click "Delete Subscription" on the top right below the title bar. A confirmation popup appears.

3. Click "Yes" to proceed.

Subscription successfully deleted toast message flashes.

 

 

Enabling/Disabling Subscription

You can enable and disable a subscription in two ways:

• Click "Enable/Disable Subscription" on the top right in the bar below the title bar.
• Click Enable/Disable under the three dots menu in the actions column depending on the subscription is in enable or disable state.

Note: The state of the Subscription is shown by the check green icon and red icon for "Enable" and "Disable" states respectively.

 

Configuring Email Type for Notification

Users can configure the notifications to be sent to email addresses captured in the agreement instance and also set the recipient's email type (To, Cc and Bcc) and sender email type (Reply-To and From) for the received emails.

To configure the subscription:

1. Navigate to the "Recipients" tab as explained in the "Creating a Subscription" section.

2. Click "Add Recipients". The "Add Recipients" window opens. 

To add users provisioned in the system:

1. Search for the user using the "Refine Search here" search bar in the left collapsible pane of the "Refine View".

2. Select the checkbox corresponding to the user. For example, "Vijay".

3. Select "Email" Type. For example, "To".

4. Click "Add". The user will be added to the subscription.

To add user emails captured during runtime while creating the agreement instance:

5. Choose the attribute in which you captured email addresses during agreement instance creation in the "Select Attributes" field. For example, "Created By"

Note: The "Select Attributes" dropdown will show all attributes with data types as User and Email.

6. Select "Email Type". For example, "Reply-To". When users reply to the email notifications, they will be sent to these configured email addresses. 

Note: When users choose the "Reply All" option while replying to the email, the reply will be sent to all the recipients in To, Cc and the user emails configured with the "Reply-To" email type.

 

7. Click "Add". The details will be added to the subscription with the selected properties.

8. Add more users as recipients to the subscription with other email types following the same process. For example, attribute "Customer Email" with email type as "CC".

9. Add a user with email type as "From".

The recipients will receive notifications from the user whose email address is set with the email type as From.

 

Notes: 

• The sender email type "From" will, by default, be unavailable. 
• The "From" email type is configured through the technical configuration. 
• Users can not add more than one user with the "From" email Type to the subscription. If the role/attribute with multiple users is configured with the "From" email Type, the system will pick any one user randomly. Therefore, it is recommended to use a single user or user role/attribute that has a single user associated with it.

 

 

10. Click "Next". The "Verify" page opens. 

11. Verify the details and click "Create". The subscription is created.

 

Trigger Notification

Please refer to "Trigger Notification" for more details.

 

 

 

 

 

Related Topics: Trigger Notification | Create a Subscription | Notifications Dashboard| Agreement Management | Application Settings