Creating Email Notifications for a Client PO Line Item

The email notifications can be set up for a given Client’s associated POs to allow project managers to track their outstanding purchase orders and accounts payable. The email notifications are set up by clicking the Notifications link from either the Client PO tab or the Client PO Line item edit page.

This article covers how to setup the Notifications for the Client PO Line Item.

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Work to expand the corresponding menu.
3. From the Work menu items, click Clients.
4. From the Clients List page select the Client name to access the Client Edit page.
5. Upon the Client Edit page displaying, click the POs tab.
6. Click a PO that requires editing.
7. From a Client PO Edit page, click Notifications.
8. You can either opt to create the Client PO Notification from scratch or from a pre-configured template at the system level. This allows for the template(s) to be used across the system for multiple clients, reducing the effort to recreate the same notification.
   
   When Creating a Client PO Notification you can opt to click New or New from Template.

   

   1. Click New

      Enter the Required information:

      1. Enter a descriptive Name for your Client PO Notification Template.
      2. Enter the Subject line of the Notification.
      3. Select the Language (English or French).
      4. Select Send Notification to send a notification when the notification criteria is met. Then choose either:
         1. Always to send notification every time the criteria is met
            or
         2. Repeat and specify the number of times the notification should be sent.
      5. Enter the required message within the Message box. You can format the Notification Message using the Rich Text Editor. For available formatting options, see, see Rich Text Editor.
         
         To insert parameters, simply type the percentage sign (%) which triggers a suggested list of available Parameter(s). As you type, the list is filtered to narrow down the options, allowing you to pick and insert the required Parameter into your Message body. For a complete list of available parameters refer to Client PO Notification Parameters.

         Note: When applying formatting to Parameters, the entire parameter name including percentage signs (%) must be formatted.

      6. Click Save to apply your changes.

         Note: Upon saving the notification, note that the Recipients and Criteria tabs are now available to you.

      For more information refer to Setting up the Email Notification.

   2. Click New from Template

      1. Select New From Template.
      2. From the Client PO Template List page select the required Template.
      3. Note that the selected Template will now appear on the PO Notifications page. You can select and edit this copy of the Notification Template.

      For more information on the available options when editing a PO Notification refer to Setting up the Email Notification.

Setting up the Email Notification

1. Enter a descriptive Name for your Client PO Notification Template.
2. Enter the Subject line of the Notification.
3. Select the Language (English or French).
4. Select Send Notification to send a notification when the notification criteria is met. Then choose either:
   1. Always to send notification every time the criteria is met
      or
   2. Repeat and specify the number of times the notification should be sent.
   1. Enter the required message within the Message box, you can modify the content of the Notification using a Rich Text editor. For the available options to you, refer to Rich Text Editor.
      
      To insert parameters, simply type the percentage sign (%) which triggers a suggested list of available Parameter(s). As you type, the list is filtered to narrow down the options, allowing you to pick and insert the required Parameter into your Message body. For a complete list of available parameters refer to Client PO Notification Parameters.

      Note: When applying formatting to Parameters, the entire parameter name including percentage signs (%) must be formatted.

5. Click Save to apply your changes.

   Note: Upon saving the notification, note that the Recipients and Criteria tabs are now available to you.

6. Navigate to the Recipients tab where you can define which users receive the notification. Click New to start the process of creating a Recipient.
   1. Select a Message Type from the following available options: To, Cc and Bcc.
   2. Then click the Notify list and choose one of these options. Note that depending on your selection, additional fields may be displayed.
   3. Select the recipient to whom the notification will be sent from the Notify box:
      1. When Client Account Executive is selected, a notification is sent to the respective client account executive.
      2. When Custom is selected, you can then specify an email address and choose the language (English or French) of the Notification.
      3. When PO Account Executive is selected, a notification is sent to the respective PO account executive.
      4. When Portfolio Manager is selected, a notification is sent to the respective portfolio manager
      5. When Project Manager is selected, a notification is sent to the respective project manager
      6. User: You can then specify a named User from the User List.
   4. Click Save to apply your changes.
      Or
      Click the Save & New button to save your changes and immortality open the New Recipient dialog box, ready for an entirely new entry, with the options and boxes reverting to default values.
7. Navigate to the Criteria tab where you can define the notification trigger criteria. You can choose to either trigger the notification when a PO, PO Line Item or Project Association is created, when a Threshold is reached or when the PO Expiration is nearing:
   1. From the Creation section:
      1. Choose Send notification.
      2. Then select:
         • When a PO is created: Triggers the notification upon the creation of PO.
         • And/or When a PO Line Item is created: Triggers the notification upon the creation of PO Line Item.
         • And/or When a Project Association is created: Triggers the notification upon associating a Project to the PO Line Item.
   2. From the Threshold section: You can define the PO percentage to be reached before the notification is sent. Then choose:
      1. To Calculate threshold based on all POs
      2. And/or Calculate threshold based on each PO individually

      Example: If a notification is set to be sent when a PO reaches 50%, if Always is selected, then a notification will be sent at 50%, 51%, 52%... However, if Repeat is selected and one time is specified, then a notification will be sent a single time when the PO reaches 50%.

   3. From the Expiration section, define the expiration criteria:
      1. Select Send Notification when PO enters within and then enter in how many Month(s), Week(s) or Days(s) before the expiry you wish to trigger the notification . Then choose Month(s), Week(s) or Days(s) to define the Expiration.
8. Click Save to apply your changes.
9. Click Back to return to the previous page.