Automatic notifications can be defined and triggered as part of process automations using Comments. This ensures that you are aware of documents that have been imported, filed or changed automatically in FYI.
Using Comments to Send Notifications from a Process
When setting up Automation processes, you can include a step that also creates a Comment. This acts as an automatic alert system for any of the automation functions.
The names of one or more users to notify can be included in the comment.
You can also use Merge Field, for example, to set up a comment to notify the client's relative Manager or Partner when an automated process has been completed for their client.
Note: To send a notification when using a Merge Field such as Manager, the Merge Field needs to be enclosed in open and closed square brackets [ ], for example, [{{ Manager }}].
The square brackets need to be added from the Merge Fields screen (see To Send a Notification using the Merge Fields below for an example). It is then recognised to send a notification to the relative Manager.
The notification shows in your Home - Notifications tab. the Alerts icon for the user with the number of notifications waiting to be read. The Alerts icon is a bell located in the top right of the screen. Refer to Comments and Notifications.
The Comment will send an automatic email to the referenced user(s) depending on their preference (refer to Email Notifications in Setting Defaults and Filing Defaults for your Own Login - My Settings).
You can also set up a Summary Notification, for example, when sending a reminder to approvers for emails and documents that are still Pending Approval. Refer to Custom Processes using Views and Summary Notifications.
Creating a Comment from a Notification Process
For processes that have steps, you can create a Comment as part of the step. The following is an example of the import from the BGL process. When a link to a BGL document is imported, this will additionally create a Comment for the document that is auto-filed in FYI.
In the Comment section of the step, click Create a Comment to switch this to "Yes".
In the same way, when adding a Comment directly to a document, the Comment area holds the text shown in the Comment.
To notify a specific user
- In the Comment text area, type @
- Select the name of the user from the drop-down list.
When you have selected the name, it displays in the Comment message without the @ sign.
Or, type the name of the person in square brackets, for example [Liz Hurst].
To enter more than one name, ensure each is added within separate square brackets, for example, [Liz Hurst] [Troy Steele].
When you have entered a name within square brackets, it displays in the Comment message without the brackets.
Adding Merge Fields to the Comment
You can add Merge Fields to the Comment.
To include Merge Fields:
- Click the button with three dots, next to Create a Comment, to display these.
- Click to select a Merge Field and add it to the comment text.
To Send a Notification using the Merge Fields
You can use Merge Fields to send a notification, for example, to notify the relative client's Manager or Partner.
- Add the Merge Field
- With the Merge Fields screen still open, enclose the Merge Field within square brackets, for example, [{{ Manager }}]. The Merge Field is then recognised to send a notification, in this example, to the relative Manager.
If you want to add more than one relative merge code (for example, Manager and Partner) ensure each is added within separate brackets, for example [{{ Manager }}] [{{ Partner }}].
The square brackets will not appear in the Comments message, in the same way as when you enter a specific user name using square brackets to tag a user.
Where relevant, you can also use the Alter Document function in a step, such as to additionally create a Comment. Refer to Process Step Details - Alter Document.
Notification of a Process Fail
If an Automation Process fails, a notification email is sent to the person who is the Owner of the process. The notification is sent automatically by the system within an hour of the process failing. It does not trigger immediately. If more than one process has failed in that time, the notification will include a report on all of these in one notification.
Refer also to Adding Comments and Notifying Team Members, Automation Process Steps and to the articles in the section Process Step Details.
Sending a Summary Notification
When using a Documents, Jobs or Tasks view to trigger a Custom Process, you can set up a Summary Notification step so that the notifications are sent out automatically as a summary instead of as individual notifications.
Refer to Custom Processes using Views and Summary Notifications.
For an example of the notification that is sent, refer to Summary Notification in Reviewing and Approving Emails and Documents.
