Email notification triggers

Email notification triggers can be used to send emails to the appropriate person when certain events occur in Upland Qvidian. For example, you can send an email to a content record owner when the record expires to let them know it is time for a review. The messages can also be concatenated so that a user who owns 20 records that are about to expire can receive a single email rather than 20 individual emails. Customizable emails are managed from the Email Notification Message List, accessible from the header. Project emails are managed from the project's Notifications panel.

The email triggers listed below will automatically send daily email reminders to users with expired or soon to expire tasks in a project or review job workflow. By default, the system will begin sending emails three days prior to the expiration date. The administrator can change the number of days in the ProjectTaskExpiringInXDays and ReviewJobTaskExpiringInXDays global settings.

  • Your Project Task in Workflow Will Expire
  • Your Project Task in Workflow Has Expired
  • Your Review Job Task in Workflow Will Expire
  • Your Project Job Task in Workflow Has Expired

For more information on the of email notification triggers available, see List of email notification triggers .

Note: Once an email is sent, there is no longer a record of that email. If you would like a record of the emails you send, we recommend that you add your email address to the recipient list in the email trigger.

Search

  • To search for email notification triggers, enter text into the search box at the top right of the grid, and click the Search Search icon icon or Enter.
  • To re-display all email notification triggers in the grid, delete the entire entry in the box by clicking the X.

Filter the grid

Use the advanced filters to display specific email notification triggers quickly on the grid.

  1. Hover over the column header until you see the Filter Filter icon icon appear.

  2. Click the Filter Filter icon icon to display the following dialog to set filtering parameters:

    • Text Columns: Select either Contains All, Contains Any, Matches Any, Matches Exactly, Starts with, Ends with, Is Empty, Is Not Empty, or Does Not Contain from the Operator dropdown menu. The Contains All, Contains Any, Does Not Contain, and Matches Any operators allows you to enter more than one value by pressing the Enter key after each value. The Starts with and Ends with operators allow you to enter a text value to find. The Is Empty and Is Not Empty operators do not require a value.
    • True/False Columns: Select either the Is True or Is False radio button.
    • Numeric Columns: Select either Equals, Greater than, Less than, Greater than or equal to, Less than or equal to, Not Equal to, Between, Matches Any, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending values of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.
    • Date Columns: Select either On, After, Before, Between, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending dates of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.
  3. Click Apply.

    4. Tip: To clear the filter, click the Clear Filter Clear filter icon icon in the header, and then click Clear. You can also click out of the filter dialog to close it.

Sort columns

  • To sort columns chronologically or alphabetically, click the column header name. The records will display in ascending order.
  • To switch from ascending to descending order, click the selected column header name again.

Select grid rows

  • Select your desired grid row(s) using the checkboxes or by clicking the rows and using CTRL+CLICK or SHIFT+CLICK to select multiple records.

Default v Compact column mode

You can switch between the default and compact column modes. Unless updated, the grid will remain in default mode. Compact mode shortens the height of the grid rows.

  • To switch between the modes, go to My Preferences within the header Profile menu and select the Default and/or Compact radio buttons.

Edit the email header and footer

To edit the header and footer for the emails sent out when an email notification trigger is activated, follow the tasks below.

  1. Go to Administration > Application Data > Email Notification Triggers.
  2. Click Edit Email Header/Footer.
  3. Edit as desired and then click Save.

Edit the email notification trigger properties

  1. Go to Administration > Application Data > Email Notification Triggers, select the trigger you want to edit using one of the following methods: 
    • Hover over the trigger you would like to edit and click the Edit Edit icon icon. The "Edit Email Notification Trigger" dialog displays.
    • Select the row of the desired trigger and click the Edit Edit icon icon at the top of the grid. The "Edit Email Notification Trigger" dialog displays.
    • Double-click the row of the desired trigger. The "Edit Email Notification Trigger" dialog displays.
  2. Select one of the Send Status options to determines how and if the emails generated by the trigger are sent:
    • Auto Send: Automatically sends the email once it has been generated.
    • Customizable: The user who generates the email has the option to edit it and to choose when or if it is sent. This status is commonly used because it enables the user to customize a given message as well as concatenate multiple messages intended for the same user. If, for example, you are the owner of an RFP Project and assign multiple questions to a team member, the system will generate multiple emails. You might, however, choose to concatenate those emails so the team member receives only one notification rather than several.
    • Disabled: The Disabled Status means that the email will not be generated by Upland Qvidian. All generated emails will remain in the queue until they’re sent or deleted. If you decide not to use any of the triggers, we recommend disabling them to avoid generating unwanted emails.
  3. Select one of the following Sender Type options to define who will be identified as the sender generating the email.
    • User Generated: The Upland Qvidian user as the sender generating the email.
    • User Sending: The sender is someone other than the person who performed the event that generated the email.
    • Project Owner: The owner of the created document, regardless of who generated the message.

  4. Edit the Recipient List: 

    • To add a recipient type: Click Insert Code and select a code from the dropdown menu.
    • To add an email address: Type the email address directly into the Recipient List field.
  5. Edit the Email Title: 
    • To insert a code: Click Insert Code and select a code from the dropdown menu.
    • To add text: Type the text directly into the Email Title field.
  6. Edit the Email Body: 
    • To insert a code: Click Insert Code and select a code from the dropdown menu.
    • To add text: Type the text directly into the Email Body field.
  7. To use the header and footer, select the Use Header and/or Use Footer checkboxes.
  8. Click Save or Cancel to close without saving changes.

Note: The text within an email notification trigger cannot be formatted.