Notifications

This page captures the myosh admin guidance for configuring record notifications.

Introduction to Notifications

Record notifications in myosh automatically send event-driven information when predefined conditions are met within a module. They are used to alert relevant people about critical events, changes, reminders, and overdue actions.

Creating a notification usually involves:

• building an email template
• defining notification properties
• choosing recipients
• configuring triggering conditions

Email Templates

Email templates define the subject and message body for notifications. They can include static text, dynamic variables, summary tables, and attachments.

Create an Email Template

1. Go to Administration -> Record Notifications.
2. Select E-MAIL TEMPLATES.
3. Choose the relevant module and click OK.
4. Review the existing templates for that module.
5. Select New Email Template.

Configure the Template

Within the template editor, configure:

• Template Name
• Subject
• Message Body
• Attachment Options

Add Variables

To insert a variable:

1. Place the cursor where the value should appear.
2. Select Add Variable.
3. Choose the relevant field.
4. For person fields, choose either the name or a specific sub-field such as email.
5. Confirm the placeholder insertion.

Variables from linked records can also be used if the relevant record-link fields have been configured to expose those values.

Add Summary Tables

Use Add Summary Table to insert a table of selected fields from the current record.

1. Select Add Summary Table.
2. Choose the fields to include.
3. Move them into the selected list in the required order.
4. Confirm the insertion.

Add RecordLink Tables

Use Add RecordLink Table to include data from records linked to the current record.

1. Select Add RecordLink Table.
2. Choose the linked-record keywords you want to show.
3. Move them into the selected list.
4. Confirm the insertion.

Attachment Options

Templates can also include:

• record attachments from the triggering record
• hierarchy logos
• static files uploaded directly to the template

Save the Template

Select Save when the template is ready.

Creating a New Notification

Once a template exists, create the notification itself to define when it is sent and who receives it.

1. Go to Administration -> Record Notifications.
2. Select the relevant module.
3. Click New Notification.
4. Select the module again if prompted.
5. Enter a descriptive notification name.
6. Choose the notification type.

Notification Types

• Triggered Notification sends immediately when a defined event occurs.
• Timed Notification sends on a recurring schedule.
• Record Summary Notification sends a summary digest of multiple records.

Choosing Recipients

Recipients can be added to Send To, Reply To, Copy To, and Blind Copy To.

Recipient Sources

Recipients can come from:

• a manually entered address
• selected people from the system
• a person field on the record
• a user group
• a lookup from another record
• a lookup based on a key field
• a hierarchy-based lookup

For each recipient entry:

1. Select Add beside the relevant recipient field.
2. Choose the address source.
3. Configure the relevant details.
4. Click OK.

Notification Properties

Notification properties define how the notification is delivered and what causes it to run.

Triggered Notifications

Triggered notifications support:

• Notification Delivery: email, push, or both
• Triggering Event options such as:
  • record progressed in workflow
  • record data changed
  • record deleted
  • date field

For workflow triggers, define the source and destination workflow steps.

For record-data changes, define the triggering fields and decide whether new records should be ignored.

For date-field triggers, define the send time, timezone, workflow step, date field, timing rule, and whether the notification should send only once.

Timed Notifications

Timed notifications support:

• delivery method
• days of the week
• send time
• timezone
• triggering workflow step

They are used to send notifications for records that match a condition on a recurring schedule.

Record Summary Notifications

Record summary notifications support:

• email delivery
• days of the week
• send time
• timezone
• triggering event
• grouping rules

Records can be grouped by hierarchy or by a person field, depending on how the summary should be organised.

Editing Conditions

Conditions define the criteria that a record must meet after the triggering event occurs.

To edit conditions:

1. Open the notification.
2. Select Edit Conditions.
3. Add the required condition logic.

Condition Types

• Field Condition checks the value of a field on the source record
• Hierarchy Condition checks the record's hierarchy assignment
• Questionnaire Condition checks the answer to a question inside a questionnaire field

Combining Conditions

If more than one condition is added, choose how they are evaluated:

• Match all conditions means every condition must be true
• Match any condition means at least one condition must be true

Saving and Managing Notifications

1. After configuring the notification, click Save.
2. To remove a condition, open Edit Conditions and remove the relevant condition.
3. To delete a notification, select it from the list and choose Delete Notification.