Creating Consolidated Notifications

There are two kinds of notifications:

  • Standard - When you create a standard Notifier job, the system sends an email for every record returned by the query.

  • Consolidated - When you consolidate notifications, the system sends a single notification with multiple data records. This can reduce the emails generated by the system. The records are consolidated using the groupings set up using the Consolidation Groups tab on the WF Notifier Job Manager form.

Follow the steps below to create a consolidated notification.

  1. Open the WF Notifier Job Manager form.
  2. Select an existing Notifier Job or create a new one.
  3. The query selected in the Query field is the query that will be used to create the notifications. More
  4. Check the Enable Task box. This activates the Notifier Job. More
  5. Open the Info tab and use the Frequency section to select how often the notifications will be sent - for example if notifications should be sent every day, check the Daily box and select 1 in the Every: Day/s field.
  6. Use the Daily Frequency section to set up how often on the selected days the notifications will be sent.

Example: Once a day, at night

If notifications should be sent at night after business hours, select 1 and Once in the Every fields and then enter a time in the Start Time field.

Example: Multiple times during business hours

If notifications should be sent out multiple times during the day during business hours, select 1 and Hour/s in the Every fields, and then enter your business hours in the Start Time and Stop Time fields. This means notifications will be sent once an hour during business hours.

  1. Use the Email tab to create a plain text or rich text email.

Rich Text

  1. Select Rich Text in the Format field.

  2. Use the To, CC, and BCC fields to select who should receive the notifications. More

  3. Complete the Subject field.

  4. In the Body section, place the cursor where the table should be added.

  5. Click the Table button. This will open the WF Notifier Table Layout form.

  6. Use the WF Notifier Table Layout form to add and format the table that will appear in the email. More

  7. Optional: To add email fields to the email, click the Email Fields button and use the form that displays to add parameters to the email. More

  8. Complete the Body section of the email. To add blank lines between paragraphs, press Shift+Enter.

Plain Text

  1. Select Plain in the Format field.

  2. Use the To, CC, and BCC fields to select who should receive the notifications. More

  3. Check the Consolidated Notifications box. This enables the Line and Footer fields.

  4. Complete the Subject, Header, Line, and Footer fields. In a consolidated notification, the text in the Header and Footer fields will display once, and the text in the Line field will display for each record returned by the Notifier Query. Press F1 in any of these fields for detailed information.

  5. Click the Email Fields button. This will open the WF Notifier Email Parameters form, which displays a list of parameters from the query. You will use this form to add parameters to the fields on the Email tab.

  1. Use the Consolidation Groups tab to define how the notifications will be consolidated. For example if you group by Reviewer when sending notifications for unapproved invoices, the system will create a separate email for each reviewer returned by the query. If you do not set any grouping criteria, the system sends a single notification for every record returned by the query.
    1. Select a parameter to group by from the Email Fields column. The query selected in the Query field on the Info tab determines the grouping options that display.
    2. Click the Add button to add the parameter to the grouping criteria.
    3. Repeat the steps above to add more grouping criteria.
      Note: To remove a parameter from the grouping criteria, select the parameter and click the Remove button. The parameter returns to the Email Fields column.