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Notifications

What are Notifications?

Notifications are the templated messages about requests, tasks, or discussions sent from the system. You may receive notification to acknowledge submission confirmation, let you know about task assignment, or an invitation to a discussion.

Templates are provided, of course, but these are all changeable in the Notifications portion of the Administration console.

What is a Notification Template?

A notification template is a way for admins to set up the structure of a notification to be used in a certain situation, such as task assignment, so that that notification is always the same from every service.

Notification templates allow for the inclusion of:

  • Notification snippets
  • Space variables, such as Company Name
  • Kapp fields, which are generally common field answers such as Requested For
  • Submission details, such as submission label
  • and more (see notification template form for the full list).

This allows the administrators to build up a consistent, robust, and useful notification.

What is a Notification Snippet?

A notification snippet is a portion of (usually HTML) content meant for inclusion in a notification template. A couple of examples of these are headers and footers. A portion of the body of the message that is commonly used could also be set up as a notification snippet.

Notification snippets can include the same variables as the notification templates:

  • Space variables, such as Company Name
  • Kapp fields, which are generally common field answers such as Requested For
  • Submission details, such as submission label
  • and more (see notification template form for the full list).

Notification snippets allow administrators to only 

How to Create or Update a Notification Template

Prerequisites

In order to update the notification settings, you must have the permission of “Space Admin” on your user record.

Steps

  1. Go to the Admin Console
    MainMenuAdminConsole
  2. Select Notifications
    AdminConsoleNotifications
  3. If you want to edit a Notification, click the blue pencil icon for that notification in the listing.
    pencil
    If you want to create a new template, it is advised that you clone
    clone
    an existing template similar to the one you want to create. Otherwise, click Add Template at the top right.
    NotificateTemplateListHeaderArrow
    Note: The content you want to modify might be in a snippet. Also, if there is a common part of the message that isn’t already a snippet, consider creating a new one.
  4. Once you open the Notification Template form. The name of the notification should be unique and will be used to identify which notification is selected for the various services. The other text will all be part of the message. Note that one of the fields is an HTML message and should contain HTML content. There is no rich text editor for this because those place in what would probably be undesired additional tags when you save.
    NotifTemplateScreen
  5. When creating the subject, HTML content, and text content, you will want to populate variables from the system. Things like the Form Name or Submission Label or Requested For Name. These, as well as the defined snippets, are all available via the Dynamic Replacements feature. Simply put your cursor where you want the text, then select the text you want to be placed there from the Dynamic Replacements menus.
    NotifDynamicValues

How to Send a Notification

In the task tree or routine where you want the notification to occur, pull over a node for the KD Notification Send Using Template routine.

Many of the values in the handler will default. These are probably correct values. The most likely one to need updating is the ID variable. This is the notification the submission is about. If you are sending an invite, for example, to a sub-record (think approval) from inside a the submission's tree instead of the approval's tree, you'd want to update that. Usually, you will only need to fill in the recipients and the template name. Valid recipients include: valid usernames on this system, valid team names on this system, and valid smtp addresses. Valid template names are any active templates currently defined in you notification console. 

The JSON Vars is for use with variables defined in the notification template. If you defined a variable called "Mgr Name" for the template you are using, then JSON Vars would likely end up something like {"Mgr Name":"John Doe"}.