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Configuring Group Notification Rules

Group notification rules determine how groups are notified about their events. You configure group notifications based on rooms, statuses, event types, group types, and/or categories. A group notification only triggers if all the criteria you specified is met. For example, if you specify Room 100, Confirmed status with catering, then a Confirmed meeting in Room 100 without a catering service order does not result in a notification being generated. Group notification emails contain a summary of the group's events. For example, if a group has a weekly Friday meeting (a booking) that continues for several months, and you define a group notification rule with a monthly frequency, then the group receives a notification email once a month that lists all the Friday meetings for the month.

Concept: Configuring Group Notification Rules is similar to configuring notification rules for individuals. If you are familiar with this process, you can apply the same rules for groups. 

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You can configure multiple group notifications in EMS Enterprise. You can configure only a single group notification in EMS Professional. For notification emails to be sent, the EMS Email Notification Service must be installed and configured. Refer to the EMS Installation instructions for details.

Configuring a group notification

1. On the EMS menu bar, click Configuration > Administration > Group Notification Rules. The Group Notification Rules window opens. This window lists all the active group notification rules configured in your EMS database.

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Optionally, to view all group email notification rules in your EMS database, regardless of status, under Show, click Inactive.

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The remainder of this procedure describes how to configure a group email notification rule “from scratch.” You can also configure a group email notification rule by copying an existing rule. Select the notification rule that you want to copy, click Copy, and then go to Step 3.

2. Click New. The Group Notification Rule dialog box opens. The Group Notification Rule tab is the active tab.

3. Enter the information for the new group notification rule.

Option

Description

Description

The name or description for the group notification rule. Maximum 50 characters, including spaces.

Header Message

Footer Message

Select the header and/or footer message that will appear on every notification.

Note: If the appropriate message is not available, you can configure it. See Configuring Messages”.

Email Format

Select the format (HTML or Plain Text) for the email.

Frequency

Select how often the notification is to be sent.

Daily—You must indicate how many days prior to/after the Booking Date/Last Booking Date that the notification is to be sent.

Weekly—You must select the day on which the notification is to be sent and for which bookings. (For example, every Friday for bookings that start on the following Monday).

Monthly—You must indicate how many days prior to the end of the month that the notification is to be sent.

Multiple Bookings Only

Available only in EMS Workplace. Select this option to notify users if they have multiple bookings on a particular day.

Send Confirmation

Select this option to attach a full detailed confirmation to the group email; otherwise, leave this option blank to have the group email contain only a simple listing of bookings.

Note: The contents of the full confirmation email are determined by the confirmation settings that you specify. See To specify the confirmation settings for a group notification email”.

Email Notification At/Time Zone

Select the time of day (based on the time zone) at which the email notification is to be sent.

Include Web App Link

Include link to event in EMS Web App.

Include Cancel Link

Available only if Send Confirmation is not selected. Provides a link in the notification email so that a user can cancel the booking directly from the notification email.

Include Reconfirm Link/Reconfirm Status

Available only if Send Confirmation is not selected. Provides a link in the notification email so that a user can reconfirm the booking directly from the notification email. If you select this option, then you must also select a Reconfirm Status that is to be applied to the booking.

Note: If the appropriate status is not available, you can configure it. See Configuring Statuses”.

Email Group

Email 1st Contact

Email 2nd Contact

Email Everyday User

Select the appropriate options to indicate to whom the group notification is to be sent.

Note: If the appropriate group, contact, and/or Everyday User is not available, you can configure it. 

Email From

Enter the email address to show in the Email From field for the group notification.

Note: If you leave the Email From field blank, then the Email From address that was defined during the installation and configuration of the EMS Email Notification Service is used.

Email Subject Line

Enter the text to show in the email subject line. Variables pull in selected data from the event for which the notification is being emailed. You can include variables as described in the Legend. For example,%2% is the code for the group name, so “Notification for %2%” would result in “Notification for Consumer Electronics Association” being displayed in the subject line. By default, email notifications for booking-level notifications also display the actual booking date (and not just the first booking date of the reservation) in the subject line of the email.

Inactive

Leave this option blank to add a group email notification rule as an active rule. Select this option to Inactivate the group notification rule.

4. Do one or more or all the following to set the criteria that triggers the generation of the notification:

• Open the Rooms tab, you can search for the rooms by Building and Room Type. On the Available list, select rooms, (CTRL-click to select multiple rooms), and then Move them (>) to the Selected list.

• Open the Statuses tab, and specify statuses that should trigger notifications.

• Open the Event Types tab, and specify event types that should trigger notifications.

• Open the Group Types tab, and specify group types that should trigger notifications.

• Open the Categories tab, and specify categories that should trigger notifications.

5. Click OK. The Group Notification Rule dialog box closes. You return to the Group Notification Rules window with the newly configured notification rule automatically selected.

6. If you selected Send Confirmation for the notification rule, then continue to To specify the confirmation settings for a group notification email”.

Setting confirmation rules for a group notification email

1. If you have not already done so, on the EMS menu bar, click Configuration > Administration > Group Notification Rules to open the Group Notification Rules window.

2. Select the rule for which you are specifying the confirmation settings, and then click Confirmation. 

3. The Confirmation Settings dialog box opens. The Date Range tab is the active tab.   

4. Specify the settings for the confirmation. At a minimum, you must specify buildings and statuses. All other information is optional.

  • Date Range tab—The department name that appears at the top of a printed confirmation.    
  • Buildings tab—Select the specific buildings, areas, and/or views that are to be included in the confirmation.Note: If the appropriate building, area, and/or views is not available, you can configure it. See “Configuring Buildings”, “Configuring Areas”, and/or “Configuring Public Views”.    
  • Categories tab—Select the specific booking details that are to be included in the confirmation.Note: If the appropriate category is not available, you can configure it. See “Configuring Categories”.    
  • Statuses tab—Select the specific statuses that are to be included in the confirmation.Note: If the appropriate status is not available, you can configure it. See “Configuring Statuses”.   
  • Options tab—Format settings for a printed confirmation.  See the following table for option descriptions.

Field

Description

Confirmation Title

Appears bold and centered at the top of the confirmation.

Header Message

Footer Message

Pre-configured blocks of text that appear in the header and footer of the confirmation.

Note: If the appropriate message is not available, you can configure it. See Configuring Messages”.

Paper Size

The size of the paper on which the confirmation is printed. Values are Letter, Legal, and A4.

Print Comments

Include the reservation’s comments in the printed confirmation.

Print Reminders

Include the reservation’s reminders in the printed confirmation.

Print Cancel Reasons

Include reasons for cancelation in the printed confirmation.

Print User Defined Fields

Include user defined fields and their values in the printed confirmation.

Suppress Reserved Time

Hide the reserved time for the booking and show only the event time.

Suppress Location

Hide the location for the reservation.

Suppress Pricing

Do not show the reservation’s room charges or resource charges in the printed confirmation.

Suppress Logo

Do not show your organization’s logo in the printed confirmation.

Suppress Item Notes

Do not show resource notes for any booking items in the printed confirmation.

Suppress Item Special Instructions

Do not show special instructions for any booking items in the printed confirmation.

Limit Bookings to Those With Details in Selected Categories

Show only those bookings in the printed confirmation that contain details for the categories that are selected on the Categories tab.

Web App Options Tab—Select your settings for EMS Web App. See the following table for option descriptions.

Field

Description

Display Web App Link

Select this option to include a link (URL) to the reservation in EMS Web App.

Web App Link Message

The message that is to be included with the link.

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At a minimum, you must specify buildings and statuses. All other information is optional.

5. Click OK. The Confirmation Settings dialog box closes. You return to the Group Notification Rules window with the notification rule still selected.