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.
When setting up Automation processes, you can include a step that 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. For example, you might set up a comment to notify the client's manager or partner when an automated process has been completed for their client.
The notification shows in 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.
The Comment will send an automatic email to the referenced user(s) depending on their preference (refer to Email Notifications in Setting Defaults and AutoFile 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 include the action Alter Document and set this to Create a Comment.
The following is an example of the Tax Assessments Autofile (Variance) process. When a Tax Assessment is auto-filed by the FYI Automation process, this will additionally create a Comment for the document that is auto-filed in FYI.
In the Comment section, click Create a Comment to switch this to "Yes".
In the same way as when adding a comment directly to a document, this holds the text that shows in the comment.
You can add codes and merge codes.
- To notify a user, enter the name of the person in square brackets, for example [Liz Hurst].
- To include merge codes, click the button with three dots to display these. Click to select a merge code and add it to the comment text.
- To add the name of a user to notify as a merge code, for example, to notify the relative client's manager, add the merge code within square brackets, for example, [<<Manager>>].
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 the one notification.