Path: Admin > Alert Rule / Identity Tab
Your System Administrator uses the Alert Rule window to establish instructions that send email messages to designated persons when conditions have been met or exceeded. The System Administrator sets Alert Rules using queries created for eligible windows.
For example, a manager wants to be informed when the number of Work Orders above a specified number are still outstanding or any time a single Request is submitted for a particular Repair Center and Department.
Queries for the following Transaction Types are eligible for selection:
- Project
- Purchase Order
- Purchase Requisition
- Request
- Work Order
See Alert Rule Email Tab (below) for information about setting up the alert email messages.
NOTE: WebTMA strongly encourages you to limit access to this window to Admin level users.
Create - Alert Type
Use a Create Type to send an email whenever the query criteria is met for one record. For example, you can receive a message each time a Request is submitted for a given Repair Center and Department.
The email message can include numerous details about the record.
Threshold - Alert Type
Threshold Types apply to numerous records and require a value in the Threshold Count field. For a value of 20, an email is sent when values for the selected Query exceeds 20. For example, send a message when more than 20 Work Orders have been open for two weeks or longer.
NOTE: Threshold emails do not give specific information about the individual records.
Queries Used
Eligible Queries are created and saved from windows such as Work Order, Request, and other applicable modules. Queries are created using the Find flyout and are available for selection on the Alert Rule window from the Query Name field.
How to Set Alert Rules
Reminder: Be sure that queries have been created from the desired module before you add Alert Rule records.
From Admin > Alert Rule in Add mode:
- Enter a Name for your query.
- Select the Transaction Type, i.e., the module such as Work Order or Purchase Order.
- Choose the Data Access User. See NOTE below for an explanation of this entry.
- Select the email address of an Active user in the Email To field. You can include more Active users in the Email CC grid. Only Active users are eligible to receive messages.
- Select the Alert Type. Note that Threshold requires a Threshold Count.
- (Optional) Complete elective fields as desired.
- Create the email (see Alert Rule Email Tab below). The Body section must be completed to trigger sending the email, and it can take up to five (5) minutes before the message is sent.
- Choose Save on the WebTMA toolbar.
NOTE: The Data Access User list is restricted to Active Users that have email addresses associated with their User Management record. The same is true for selections in the Email CC grid where you can select more email recipients. To improve performance, the query search is limited to the data access of the person named in the Data Access User field.
Alert Rule Email Tab
Path: Admin > Alert Rules / Email Tab
Please be aware it can take up to five (5) minutes before the message is sent.
The Email Tab for Alert Rule is used to set up a standard message using Keywords similar to the WebTMA Email Settings window. Be sure to add both a Subject and Body. Without a Body message, WebTMA does not send the email.
Messages for Create Alert Types have numerous Keywords because the information applies to a specific record. This lets you give the recipient exact information about the record.
Threshold messages have only two Keywords, Actual Count and Threshold Count, since they concern more than one record. Nonetheless, a message must be included in the Body in order to send the message.
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