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Manage Notification Rules (Automatic Email Notifications)

To help users or other concerned parties keep track of important changes or events, you can configure sending automatic email notifications.

Notification rules define when to send an email to a recipient. For example, you may want an administrator to receive notifications when a user sends them a request, notify users when a new activity is assigned to them, or inform a concerned party each time customer details are edited.

Note

See a short demo on how to create notification rules, or keep reading the step-by-step guidance below.

Create a Notification Rule

To create a notification rule:

  1. In the main menu, navigate to System > Emails > Notification Rules.
  2. On the notification rules list page, click the Create Notification Rules button in the upper-right corner of the page.
  3. Define what triggers an email notification and the template used. See the General section of this guide.
  4. Define email notification recipients. See the Recipient List section of this guide.
  5. Click Save & Close.

Detailed Notification Rule Information

General

When you create or edit a notification rule, specify the following information in the General section:

Name Description
Entity Name

Select an entity related to the notification rule that you create.

Important

In the Oro applications, each automatic email notification is generated according to a certain notification template. Therefore, notification rules are bound to email templates, and you cannot create a notification rule for an entity that does not have related email templates. If you do not see the required entity on the list, please create a notification template for it first. For more information on templates, see Email Templates.

Event Name

Select the event that triggers sending of a notification email. You can select one of the following events:

  • Entity create—An entity record has been created.
  • Entity remove—An entity record has been removed.
  • Entity update—An entity record has been edited.
  • Workflow transition—Available only when the entity selected in Entity Name has related workflows. A workflow transition has been performed.
Transition Available only when Workflow transition is selected for Event Name. Select the workflow transition upon which a notification email is sent.
Template Select the template for which the rule will be created.

Recipient List

The Recipient list section defines who to send an email notification to.

An email notification can be sent to specific users and/or user groups and/or external email address:

  • Users—Specify users to send notifications to.

    Start entering a name of the user, and when suggestions appear, click one to select it.

    Click the x icon to remove a user from recipients.

  • Groups—Select check boxes in front of the user groups whose members are to receive the notifications.

  • Email—Enter the required email address.

  • Owner—Select this check box to send notifications to the owner of the record for which the event takes place.

    Hint

    The Owner check box is available only when the entity selected for Entity Name has the ownership type set to User.

  • Additional Associations—This is a list of entities with the email field, whose records can be linked to records of the entity selected for Event Name.

Select check boxes in front of the required associations to send notification emails to their addresses.

Example:

You have received a contact request.

  • Each contact request is associated with ‘Acme, Inc.’ organization and ‘Ltd. ABC’ lead.
  • The said organization has a business unit, ‘Acme, Inc., West’.
  • The lead record ‘Ltd. ABC’ can be associated with the contact ‘Elizabeth Hick’ .

In such case, if for Additional Associations you select Organization > Business Units and Lead > Contact, the notification emails will be sent to the ‘Acme, Inc., West’ email address and to the address of ‘Elizabeth Hick’.

Important

At least one recipient must be specified.

View a Notification Rule

  1. In the main menu, navigate to System > Emails > Notification Rules.
  2. On the notification rule list, click the required notification rule.
  3. Review the notification rule details. For the description of the fields, see Detailed Notification Rule Information.

Edit a Notification Rule

From the Notification Rules Grid

To edit a notification rule when viewing a list of notification rules:

  1. In the main menu, navigate to System > Emails > Notification Rules.
  2. On the notification rule list, choose the required notification rule, click the More Options menu at the end of the corresponding row, and then click the Edit icon.
  3. Update the notification rule details as necessary. For the description of the fields, see Detailed Notification Rule Information.
  4. Click Save and Close in the upper-right corner of the page.

From the Notification Rule View Page

To edit a notification rule when viewing the notification rule details:

  1. In the main menu, navigate to System > Emails > Notification Rules.
  2. On the notification rule list, click the required notification rule.
  3. On the notification rule view page, click the Edit button in the upper-right corner of the page.
  4. Update the notification rule details as necessary. For the description of the fields, see Detailed Notification Rule Information.
  5. Click Save and Close in the upper-right corner of the page.

Delete a Notification Rule

From the Notification Rules Grid

To delete a notification rule from the notification rules grid:

  1. In the main menu, navigate to System > Emails > Notification Rules.
  2. On the notification rule list, choose the required notification rule, click the More Options menu at the end of the corresponding row, and then click the Delete icon.
  3. In the Deletion Confirmation dialog, click Yes, Delete.

From the Notification Rule View Page

Alternatively, you can delete a notification rule from the notification rule view page by clicking the Delete button in the upper-right corner of the page.

Delete Multiple Notification Rules

To delete a bulk of tasks:

  1. In the main menu, navigate to System > Emails > Notification Rules.
  2. On the notification rule list, select check boxes in front of the notification rules that you would like to delete.
  3. Click the More Options menu at the end of the grid header row and then click Delete.
  4. In the Deletion Confirmation dialog, click Yes, Delete.