Email Alert Manager - Alerting Users

1. As a Site Administrator, select the gear icon in the upper right corner and select: Site Administration
   
   
2. When prompted, enter your ShareVision Administrator username and password.
   
3. In Site Administration, under features and utilities, click Email Alerts
   
4. Click "Add New Item" to create a new email alert
   

Email Alert Configuration

Alert Name - Name for your email alert

Comments - Details to include for what this email alert is for

Active - This box must be ticked for this alert to be active

List - Select the list that alerts are to be sent from

Content Type - Select the content type/form alerts are to be sent about. If there is only one content type on the list, it is selected by default

Alert On:

• New Item
  • Email alerts when a form is filled
• Edit Item
  • Alerts when a form is edited
• New and Edit
  • Alerts when a form is created or edited

Based On Date:

• Date Field
  • Created
  • Modified
  • Any other date or date and time field on the list
• Date Value: The date value allows you to set when an alert should be sent based on date field on the form. For example, on a form that tracks staff First Aid and CPR Training and there is a date field for the date the First Aid and CPR certificate expires on, you can set the alert to email the staff person a reminder to renew their First Aid and CPR Training 90 days before the expiration date. You will need to select the Expiration Date field in Based On Date and then for the Date Value enter -90 which will send the reminder 90 days before the Expiration Date. 

Field & Field 2 - A specific column can be used to trigger an alert. To set up alert on a change to a specific column, choose the column from the drop down list. If no column is selected (this field is empty) then the alert will be sent on every edit.

List Alert To - People or Group columns that are within the selected List/Content Type are listed above.

Additionally Alert Users - This is for internal alerts to users other than those included above

Additional Recipients - Any email address here will also receive the alert. Type in email addresses separated by a semi-colon (;)

BCC:

No = Recipients WILL see all recipients names and email addresses in the 'To:' section of the email header.
Yes = Recipients WILL NOT see all recipients names and email addresses in the 'To:' section of the email header.

Email Subject Text* 

Use [individual] and [service] to insert the name of the individual and service location to the emails subject line.
For example:
"Change of Status completed for [individual] at [service]" ,
where [individual] will print the individuals name and [service] the locations name.

Email Body Text - This text will be included in the alert email body.

Body Fields - Select all the fields you want included in the alert.

Include list item link in email body

Yes= show the link
No= not shown
Note: Alerts set up to go to Additional Recipients should be set to No.

Email Footer Text - Text that will appear at the very end of your emails (after the body), including after your email signature.

How It Works

To create an Email Alert, we will walk through an example using the Emergency Response Drill.

1. As a Site Administrator, select the gear icon in the upper right corner and select: Site Administration
   
   
2. When prompted, enter your ShareVision Administrator username and password.
   
3. Click "Add a New Group"     

4. When creating a new group, to easily differentiate between a user account and a user group, it is recommended you prefix the name with GRP. Once completed, press create. 
   

   More Information

   For more information on how to add a new group, visit: Add a New Group

   
   

5. Click "View and Edit Group for an Employee" to add users into the "GRP Health and Safety" 
6. Add Individuals into the "GRP Health and Safety
7. In the Residence Portal, click the Residence that has the Emergency Report Drill
8. Select the form from the menu on the left hand-side
   
   
9. To find the PagePart list, click the gear Icon at the top right corner
10. Under "Data Source" click "Emergency Response Drill List Settings"
11. To create a column that a user can use to add a Health and Safety Rep, press "Create Column"

12. Add the following information to create the column

    Additional Info

    Column type: Is selected People or Group as this column will reference the GRP Health and Safety that was earlier created.

    Allow selection of: People Only is selected as it will include all users in the GRP Health and Safety

    Add to all content types: Depending on the Site Administrators preference, you can leave it checked or unchecked. For the example, we will uncheck it and add it to Emergency Response Drill content type after

    Add to default view: Can be checked or unchecked

    
    

13. To add the column created to a content type, click Emergency Response Drill under Content Types.
    If you do not require adding the column to a content type, then this step is not necessary. Here is a link to a knowledge base article regarding content types: Create a New List Content Type
14. Click Add from existing site or list columns
15. Press the Add button to add the column highlighted in the available columns box to add into the Columns to Add. Once done, click OK
16. To re-order the column, press Column Order
17. Click on the number drop-down and choose where you would like the column to be. Once the columns are re-ordered, press OK
18. To create an Email Alert, we are going to continue from the Email Alert Configuration section of this article
19. On the Email Alert Manager, you can view the created email alerts and view the logs as well
20. To test the email alert is working, we will fill out an Emergency Response Drill form and add a Health and Safety Rep to it
21. Once created, the Email Alert Manager will send a notification that an Emergency Response Drill was created or edited. The Email Alert Log displays the following:
22. The Email displays the following: