Adding a Notification

Updated by Cheryl Wallace

  1. Click Utilities in the left side menu bar and click Notifications.
  2. Click to add a new record.
  3. Define the type of notification.
    1. Select the combination of Document Type and Event that determine what notification will be sent.
    2. Select the Visibility that applies to this notification.
    3. Set the Minimum Document Total for notifications that should be triggered only above this currency value.
For an organization with multiple stocking points where different material coordinators or tool crib operators need to be advised of only what is happening within their own stocking point, create a notification for each stocking point.
  1. Define who will receive the notification.
    1. Check Include Originator if the user creating the document should receive a copy of the notification.
    2. Click to select users to to notify.
    3. Add other recipients who are not ToolHound users to the Email List.
    Separate multiple email addresses with a comma.
    The Email List can contain distribution list email addresses such as shop@yourorganization.com that are shared by multiple people and not limited to a single user.
  2. Build the body of the email message for the notification.
    1. Type text in the Notification box that will be included in the email body. This fully supports HTML and can contain formatted text which can be added using the basic HTML editor or manually. A preview of the formatted message appears below the text box.
    2. Wherever data should be included from the document being created, click a field name in the Fields box to copy a placeholder for that data for the document into the Notification box.
  3. Click to save the notification.
For large databases or where there is a likelihood of a large number of records to be included in a notification, it's best practice to create multiple notifications at lower visibilities (such as the stocking location) rather than a single notification for your organization. This avoids potential timeouts when processing the notifications and makes the notification email more manageable.

See also:

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