Notification Manager

Overview

Notification Manager is a communications tool that allows site administrators to set up notifications for people based on changes to forms that they need to know about.

There are 3 notification types: In-App Notification, Email Notifications, and SMS Notifications

Requirements/Dependencies

Login with Site Administrator permissions.
If the Managers role is granted access to the Administration portal and Managers role has been assigned role permissions "Manage the notifications that are set out by your site", then login with Manager permissions will grant access to manage notifications.

Instructions

The Notification Manager can be accessed two ways: from the Administration Portal or by navigating to Site Administration

Accessing Notification Manager from the Administration Portal

Login to ShareVision with a user account that has Site Administrator permissions.
Click the Administration Portal
Select Manage Notifications from the Quickstart Menu on the left

Accessing the Notification Manager by navigating to Site Administration

Login to ShareVision with a user account that has Site Administrator permissions.
Select (click on) your name in the upper right hand corner
Select Site Administration on the menu that appears
The Site Administration Home page will be displayed. Select Notification Manager in the Site Settings section:

Notification Manager

Features of the Notification Manager Page

Displays up to 50 entries by default; that number can be adjusted from the page control at the bottom of the list.
Search - allows you to quickly locate notifications that contains matching text found in any of the text fields on the page.
Notification Manager has 2 notifications included
1. New Support Request - when someone fills in a new support request, it triggers a notification to users in the Site Administrators role.
2. Support Request Updated - when someone edits a support request, it triggers a notification to the user whose name is in the "Your Name Field"

Once you are familiar with how notifications work, you can modify these alerts as you may wish.

Create New Notification Button is found in the top right corner.
Action Menu is available in each row. Click on the 3 dots to open the menu:
1. Edit - opens the edit form for the selected notification.
2. Duplicate - create a copy of the selected notification.
3. Delete - deletes the selected notification .

Deleted notifications cannot be restored

In-App Notifications

In-App Notifications are internal alerts that are tracked in ShareVision. The link to In-App Notifications is from the bell icon found in the top right corner to the left of the logged in user name. Unread alerts are indicated by a number over the icon. Users can click on the icon to see their 5 most recent notifications.

Users have the ability manage their own notifications including turning them off, setting all as read or deleting all notifications.

From the Notifications pop-up, the following actions are available:

Settings cog: Receive Notifications can be switched to off; that will stop notifications for the logged in user
Click on a notification: when applicable, takes you to the form that generated the notification
Set as read: sets a single notification as read
Set all as read: sets all unread notifications as read
See all notifications: opens a page that shows all notifications based on selected dates
- The date range defaults to the last 5 days; click into the date field to choose a different date range
- The page loads with All (read and unread) notifications for the selected dates; click into the All field to change to Unread notifications
- The page displays up to 10 notifications; the number displayed can be adjusted from the page number control at the bottom left of the page
- Delete Listed Notifications - deletes all notifications that are listed on the page based on the selected dates and selected type (all or unread). Deleted notifications cannot be restored.
  - Actions buttons
    Set as read - sets item as read
    Delete - deletes notification from site
  - Severity
    Information
    Warning
    Important
  - Notifications
    Details of notification
    Show more - displays when there is more information relating to the notification than fits on the page
    When applicable, clicking on row takes you to the form that generated the notification
    Show more button displays when there is more information relating to the notification than fits in the row
  - Creation Time - how many days or month since the notification was generated

Create New In-App Notification

Click the Create New Notification Button

Notification Details - In-App Notification

Give the notification a descriptive name that identifies the purpose, and use the comments field to add notes.

Notification Details - Notification Name
Type in a short descriptive name for the notification. The name is for internal use only and should help you recall the purpose of the notification.
Notification Details -Comments
Comments are for internal use only to capture details about the notification.

Notification Settings - In-App Notification

Choose the type of notification and related settings to configure what triggers a notification.

Notification Settings - Active
Use this check box to enable or disable the notification. This allows you to temporarily turn off the notification without deleting it, so you can use it again in the future.
Notification Settings - Form
Use this drop down to choose which form the notification is triggered from. Fields below will refresh based on the selected form.
Notification Settings - Form version
Form version is hidden unless applicable to the selected form. Choose the form version to be used for the notification. If there are multiple form versions, you will need to create multiple notifications.
Notification Settings - Notification Type
Choose In-App Notification
Notification Settings - Notify On
Choose the action that will trigger the notification. The possible selections are dependent upon the selected Form. The fields following the selection will refresh depending upon what is selected.
- Notification Settings - Notify On - New Item
  Triggers the notification when a new item is added.
- Notification Settings - Notify On - Edit Item
  Triggers the notification when an existing item is edited
- Notification Settings - Notify On - New and Edit
  Triggers the notification when a new item is added or an existing item is edited
- Notification Settings - Notify On - Based on Date
  Options refresh when based on date is selected
  Select the Date Field to be used to trigger the notification
  Date Value is the number of days relating to the selected date that the notification will be triggered on.
  To trigger the notification to happen before the date, enter a negative value, i.e. - 30 for 30 days before.
  To trigger the notification to happen after the date, enter a positive value, i.e. 15 for 15 days after the date.
- Notification Settings - Notify On - Based on Time
  Options refresh when based on time is selected;
  Select the Date and Time Field to be used to trigger the notification
  Select an interval up to 12 hours before the selected Date and Time field.
- Notification Settings - Notify On - Commented
  Available if the selected form has a page part with property "Allow Comments" set to yes.
  Triggers a notification when a comment is added by a user.
  Send Form Notification updates to include Commenter.
  Notification Content updates to contain a standard subject line, the body field is set automatically and include link to form is pre-selected.
- Notification Settings - Notify On - Marked as read
  Available if the selected form has a page part with property "Allow Mark As Read" set to yes.
  Triggers a notification when a form is marked as read by a user.
  Send Form Notification updates to include Marker.
  Notification Content updates to contain a standard subject line, the body field is set automatically and include link to form is pre-selected.
- Notification Settings - Notify On - Mark removed on edit
  Available if the selected form has a page part with property "Allow Mark As Read" set to yes.
  Triggers a notification when a form is edited and existing mark as read data is removed.
  Send Form Notification updates to include Marker.
  Notification Content updates to contain a standard subject line, the body field is set automatically and include link to form is pre-selected.

Field options below will appear after selecting an option in the “Notify On” section

Notification Settings - Field (Also applies to Field 2)
Leave blank if you wish to trigger a notification for any change or any new item.
Select a field if you wish to trigger a notification based on the condition of data in a specific field. The specific value is set in Field Value.
- Notification Settings - Field - Value Change
  Triggers a notification when a form is edited and the value of the selected field is changed.
  Does not apply to new items, only edited items.
- Notification Settings - Field - Empty
  Triggers a notification when a form is saved and the value of the selected field is empty.
- Notification Settings - Field - Not Empty
  Triggers a notification when a form is saved and the value of the selected field is not empty.
- Notification Settings - Field - Specific Value
  Triggers a notification when a form is saved and the value of the selected field contains the selected specific value.
- Notification Settings - Field - Specific Value Not Equal
  Triggers a notification when a form is saved and the value of the selected field does not contain the selected specific value. I.E. any other value triggers an notification.
- Notification Settings - Field Value
  Only applicable for Specific Value and Specific Value is not equal to.
  Select the specific field value to be used in the notification.
Notification Settings - Field 2
Field 2 works just like Field with all of the possible field values. It is important to know that both values need to be met for the notification to be triggered. Field must meet the selected criteria AND field 2 must meet the selected criteria.

Recipients - In-App Notification

Choose who needs to be notified by selecting the relevant option(s).

Recipients - Send Service Notification To
This section displays when the selected form contains a Service field. Any user fields in the Services form become available here. i.e. Primary Contact.
Recipients - Send Client Notification To
This section displays when the selected form contains a Client field. It looks-up to the related Client Contact Information form; any user fields included in the form become available here. i.e. Assigned Worker(s).
Recipients - Send Form Notification To
This section displays user fields found in the form. i.e. all forms contain Created By.
If Notify On is for Commented, Marked as read, or Mark removed on edit, then Commenter or Marker become available here.
Notify Additional Users
Allows you to select a specific user.
Notify Users in Selected Role(s)
Allows you to select a role, which will then trigger a notification for all users in that role.

Notification Content - In-App Notification

Specify details about what the notification will look like and the information that it will contain.

Notification Content - Severity
Select the level of severity of the notification.
The notification will be tagged with the icon of the selected option.
Notification Content - Subject
Enter a short subject line.

Notification Content - Body
Text typed into this area will be included in the notification body.
Notification Content - Body Fields
Selected Fields will be included in the notification.
Notification Content - Body Field - Include Link to Form
Includes a link to the item that generated the alert.
Notification Content - Show Mark as Read or Comments
If selected and Include Link to Form is also selected, the linked form will display Show Mark as Read or Comments in the ribbon at the top of the form. Should only be ticked if the selected form has one of those features turned on in a page part.

Email Notifications

Sends an email to notify a person of something they should know about. Subject line, a link to the form, email body test, form field included and footer text are all dependent upon how the notification is set up.

Email Notifications "reply to" email address should be updated to an address that is monitored by you. You can also associate a name to the reply to email. Instructions are found in Application Settings - Notifications.

Create New Email Notification

Click the Create New Notification Button

Notification Details - Email Notification

Give the notification a descriptive name that identifies the purpose, and use the comments field to add notes.

Notification Details - Notification Name
Type in a short descriptive name for the notification. The name is for internal use only and should help you recall the purpose of the notification.
Notification Details -Comments
Comments are for internal use only to capture details about the notification.

Notification Settings - Email Notification

Choose the type of notification and related settings to configure what triggers a notification.

Notification Settings - Active
Use this check box to toggle whether or not this notification is currently running. You can use this to turn off a notification for a period of time without deleting it in case you wish to use it again at some future date..
Notification Settings - Form
Use this drop down to choose which form the notification is triggered from. Fields below will refresh based on the selected form.
Notification Settings - Form version
Form version is hidden unless applicable to the selected form. Choose the form version to be used for the notification. If there are multiple form versions, you will need to create multiple notifications.
Notification Settings - Notification Type
Choose Email
Additional options become available with this type of notification.
Notification Settings - Notify On
Choose the action that will trigger the notification. The possible selections are dependent upon the selected Form. The fields following the selection will refresh depending upon what is selected.
- Notification Settings - Notify On - New Item
  Triggers the notification when a new item is added.
- Notification Settings - Notify On - Edit Item
  Triggers the notification when an existing item is edited
- Notification Settings - Notify On - New and Edit
  Triggers the notification when a new item is added or an existing item is edited
- Notification Settings - Notify On - Based on Date
  Options refresh when based on date is selected
  Select the Date Field to be used to trigger the notification
  Date Value is the number of days relating to the selected date that the notification will be triggered on.
  To trigger the notification to happen before the date, enter a negative value, i.e. - 30 for 30 days before.
  To trigger the notification to happen after the date, enter a positive value, i.e. 15 for 15 days after the date.
- Notification Settings - Notify On - Based on Time
  Options refresh when based on time is selected;
  Select the Date and Time Field to be used to trigger the notification
  Select an interval up to 12 hours before the selected Date and Time field.
- Notification Settings - Notify On - Commented
  Available if the selected form has a page part with property "Allow Comments" set to yes.
  Triggers a notification when a comment is added by a user.
  Send Form Notification updates to include Commenter.
  Notification Content updates to contain a standard subject line, the body field is set automatically and include link to form is pre-selected.
- Notification Settings - Notify On - Marked as read
  Available if the selected form has a page part with property "Allow Mark As Read" set to yes.
  Triggers a notification when a form is marked as read by a user.
  Send Form Notification updates to include Marker.
  Notification Content updates to contain a standard subject line, the body field is set automatically and include link to form is pre-selected.
- Notification Settings - Notify On - Mark removed on edit
  Available if the selected form has a page part with property "Allow Mark As Read" set to yes.
  Triggers a notification when a form is edited and existing mark as read data is removed.
  Send Form Notification updates to include Marker.
  Notification Content updates to contain a standard subject line, the body field is set automatically and include link to form is pre-selected.
Notification Settings - Field (Also applies to Field 2)
Leave blank if you wish to trigger a notification for any change or any new item.
Select a field if you wish to trigger a notification based on the condition of data in a specific field. The specific value is set in Field Value.
- Notification Settings - Field - Value Change
  Triggers a notification when a form is edited and the value of the selected field is changed.
  Does not apply to new items, only edited items.
- Notification Settings - Field - Empty
  Triggers a notification when a form is saved and the value of the selected field is empty.
- Notification Settings - Field - Not Empty
  Triggers a notification when a form is saved and the value of the selected field is not empty.
- Notification Settings - Field - Specific Value
  Triggers a notification when a form is saved and the value of the selected field contains the selected specific value.
- Notification Settings - Field - Specific Value Not Equal.
  Triggers a notification when a form is saved and the value of the selected field does not contain the selected specific value. I.E. notification is triggered by any other selected value.
- Notification Settings - Field Value
  Only applicable for Specific Value and Specific Value is not equal to.
  Select the specific field value to be used in the notification.
Notification Settings - Field 2
Field 2 works just like Field with all of the possible field values. It is important to know that both values need to be met for the notification to be triggered. Field must meet the selected criteria AND field 2 must meet the selected criteria.

Recipients - Email Notification

Choose who needs to be notified by selecting the relevant option(s). Email Notifications recognize email form fields and, if one exists in the Service, Client Contact Information, or the selected form, it becomes an available as a recipient.

Recipients - Send Service Notification To
This section displays when the selected form contains a Service field. Any user or email fields in the Services form become available here. i.e. Primary Contact.
Recipients - Send Client Notification To
This section displays when the selected form contains a Client field. It looks-up to the related Client Contact Information form; any user or email fields included in the form become available here. i.e. Assigned Worker(s) or Email.
Recipients - Send Form Notification To
This section displays user fields found in the selected form. i.e. all forms contain Created By.
If Notify On is for Commented, Marked as read, or Mark removed on edit, then Commenter or Marker become available here.
Notify Additional Users
Allows you to select a specific user.
Notify Users in Selected Role(s)
Allows you to select a role, which will then trigger a notification for all users in that role.
Notify Additional Email Recipients
Option to type in email addresses, separated by a semicolon.
BCC
Hides email addresses of recipients from each other.

Notification Content - Email Notification

Specify details about what the email notification will look like and the information that it will contain.
If Notify On is set to Commented, Marked as read, or Mark removed on edit, the notification content updates to contain a standard subject line, the body field is set automatically and include link to form is pre-selected.

Notification Content - Subject
Enter a short subject line.

Notification Content - Body
Text typed into this area will be included in the notification body.
Notification Content - Body Fields
Selected Fields will be included in the notification.
- Notification Content - Body Fields - File Uploader
  Applicable if File Uploader field is included in the form. If selected, the uploaded file will be included as a link in the notification.
Notification Content - Body Field - Include Link to Form
Includes a link to the item that generated the alert. The recipient will have to log on to ShareVision to see the form.
Notification Content - Show Mark as Read or Comments
If selected and Include Link to Form is also selected, the linked form will display Show Mark as Read or Comments in the ribbon at the top of the form. Should only be ticked if the selected form has one of those features turned on in a page part.
Notification Content - Footer
Text typed in here will be displayed as a footer in the notification.

SMS Notifications

SMS Notifications requires that users have a phone number entered into their user record for a phone that can receive SMS messages.

SMS Notifications must be set up in Application Settings - Notifications. Once enabled, SMS notifications feature becomes available.

SMS notifications have limitations to how much data can be included in the text message. The recommended message length is 320 characters and that is combining, subject, link, body, and fields. Do not include any multiple line of text or rich text fields. If a rich text field is included, rich text features will be stripped from the body. Some of the text will get cut off when the character count goes over 320.

Create New SMS Notification

Click the Create New Notification Button

Notification Details - SMS Notification

Give the notification a descriptive name that identifies the purpose, and use the comments field to add notes.

Notification Details - Notification Name
Type in a short descriptive name for the notification. The name is for internal use only and should help you recall the purpose of the notification.
Notification Details -Comments
Comments are for internal use only to capture details about the notification.

Notification Settings - SMS Notification

Choose the type of notification and related settings to configure what triggers a notification.

Notification Settings - Active
Use this check box to toggle whether or not this notification is currently running or not. You can use this to turn off a notification for a period of time without deleting it in case you wish to use it again at some future date.
Notification Settings - Form
Use this drop down to choose which form the notification is triggered from. Fields below will refresh based on the selected form.
Notification Settings - Form version
Form version is hidden unless applicable to the selected form. Choose the form version to be used for the notification. If there are multiple form versions, you will need to create multiple notifications.
Notification Settings - Notification Type
Choose SMS

Notification Settings - Notify On
Choose the action that will trigger the notification. The possible selections are dependent upon the selected Form. The fields following the selection will refresh depending upon what is selected.
- Notification Settings - Notify On - New Item
  Triggers the notification when a new item is added.
- Notification Settings - Notify On - Edit Item
  Triggers the notification when an existing item is edited
- Notification Settings - Notify On - New and Edit
  Triggers the notification when a new item is added or an existing item is edited
- Notification Settings - Notify On - Based on Date
  Options refresh when based on date is selected
  Select the Date Field to be used to trigger the notification
  Date Value is the number of days relating to the selected date that the notification will be triggered on.
  To trigger the notification to happen before the date, enter a negative value, i.e. - 30 for 30 days before.
  To trigger the notification to happen after the date, enter a positive value, i.e. 15 for 15 days after the date.
- Notification Settings - Notify On - Based on Time
  Options refresh when based on time is selected;
  Select the Date and Time Field to be used to trigger the notification
  Select an interval up to 12 hours before the selected Date and Time field.
- Notification Settings - Notify On - Commented
  Available if the selected form has a page part with property "Allow Comments" set to yes.
  Triggers a notification when a comment is added by a user.
  Send Form Notification updates to include Commenter.
  Notification Content updates to contain a standard subject line, the body field is set automatically and include link to form is pre-selected.
- Notification Settings - Notify On - Marked as read
  Available if the selected form has a page part with property "Allow Mark As Read" set to yes.
  Triggers a notification when a form is marked as read by a user.
  Send Form Notification updates to include Marker.
  Notification Content updates to contain a standard subject line, the body field is set automatically and include link to form is pre-selected.
- Notification Settings - Notify On - Mark removed on edit
  Available if the selected form has a page part with property "Allow Mark As Read" set to yes.
  Triggers a notification when a form is edited and existing mark as read data is removed.
  Send Form Notification updates to include Marker.
  Notification Content updates to contain a standard subject line, the body field is set automatically and include link to form is pre-selected.
Notification Settings - Field (Also applies to Field 2)
Leave blank if you wish to trigger a notification for any change or any new item.
Select a field if you wish to trigger a notification based on the condition of data in a specific field. The specific value is set in Field Value.
- Notification Settings - Field - Value Change
  Triggers a notification when a form is edited and the value of the selected field is changed.
  Does not apply to new items, only edited items.
- Notification Settings - Field - Empty
  Triggers a notification when a form is saved and the value of the selected field is empty.
- Notification Settings - Field - Not Empty
  Triggers a notification when a form is saved and the value of the selected field is not empty.
- Notification Settings - Field - Specific Value
  Triggers a notification when a form is saved and the value of the selected field contains the selected specific value.
- Notification Settings - Field - Specific Value Not Equal
  Triggers a notification when a form is saved and the value of the selected field does not contain the selected specific value. I.E. notification is triggered by any other selected value.
- Notification Settings - Field Value
  Only applicable for Specific Value and Specific Value is not equal to.
  Select the specific field value to be used in the notification.
Notification Settings - Field 2
Field 2 works just like Field with all of the possible field values. It is important to know that both values need to be met for the notification to be triggered. Field must meet the selected criteria AND field 2 must meet the selected criteria.

Recipients - SMS Notification

Choose who needs to be notified by selecting the relevant option(s).

Recipients - Send Service Notification To
This section displays when the selected form contains a Service field. Any users in the Services form become available here. i.e. Primary Contact.
Recipients - Send Client Notification To
This section displays when the selected form contains a Client field. It looks-up to the related Client Contact Information form; any user fields included in the form become available here. i.e. Assigned Worker(s).
Recipients - Send Form Notification To
This section displays user fields found in the selected form. i.e. all forms contain Created By.
If Notify On is for Commented, Marked as read, or Mark removed on edit, then Commenter or Marker become available here.
Notify Additional Users
Allows you to select a specific user.
Notify Users in Selected Role(s)
Allows you to select a role, which will then trigger a notification for all users in that role.

Notification Content - SMS

Specify details about what the SMS notification will look like and the information that it will contain, remembering that it has limited character capacity (320 characters).
If Notify On is set to Commented, Marked as read, or Mark removed on edit, the notification content updates to contain a standard subject line, the body field is set automatically and include link to form is pre-selected.

Notification Content - Subject
Enter a short subject line.

Notification Content - Body
Text typed into this area will be included in the notification body. Leave empty or keep short.
Notification Content - Body Fields
Selected Fields will be included in the notification.
Caution: do not include fields with lots of text like Single line of text, multi lines of text or rich text.
Notification Content - Body Field - Include Link to Form
Includes a link to the item that generated the alert. The recipient will have to log on to ShareVision to see the form.
Notification Content - Show Mark as Read or Comments
If selected and Include Link to Form is also selected, the linked form will display Show Mark as Read or Comments in the ribbon at the top of the form. Should only be ticked if the selected form has one of those features turned on in a page part.

ShareVision V5 Knowledge Base

Notification Manager

Table of Contents

Overview

Requirements/Dependencies

Instructions

Notification Manager

In-App Notifications

Create New In-App Notification

Notification Details - In-App Notification

Notification Settings - In-App Notification

Recipients - In-App Notification

Notification Content - In-App Notification

Email Notifications

Create New Email Notification

Notification Details - Email Notification

Notification Settings - Email Notification

Recipients - Email Notification

Notification Content - Email Notification

SMS Notifications

Create New SMS Notification

Notification Details - SMS Notification

Notification Settings - SMS Notification

Recipients - SMS Notification

Notification Content - SMS

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