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Configuring Notification Rules

Notification Rules determine which EMS users are emailed about additions or changes are made to events and related information in EMS. You can set these rules to trigger for new or changed bookings or service orders, changes to VIP events, new user accounts, or when specific UDF options are selected. Triggers are based on rooms, booking statuses, event types, group types, setup types, and/or categories.

For a Notification to be generated, all the criteria in the rule must be met. Typically, notifications are an internal function for reservation schedulers and service providers, but when you are configuring a Notification Rule, you can specify the email address for whomever you wish to receive an Email Notification.

Note: The EMS Email Notification Service must be installed and configured for Email Notifications to be sent. See the Email Notification Service Install Instructions for details.

The timing of notification emails also depends on settings in three EMS system parameters:

  • Exclude Building Closures on Notifications
  • Exclude Weekends on Notifications
  • Ignore Building Closure/Weekend Notification Settings Beyond xx Days

 See System Parameters.

New! (with the January 2016 release EMS V44)
1. Notifications can now be sent to everyday users, Groups, and 1st Contacts  
2. Notifications can alert Expert Users via the Dashboard, email, or both. 
3. Notification Rules can be tied to Setup Types.

Getting Started

Concept: Why Set Notification Rules? 
EMS enables you to set detailed rules that trigger when notifications are sent to people and groups. This highly customizable feature guides you through a series of screens where you fine-tune your notification rules so that notices are more meaningful and timely, and so that notices automatically go to the right people at the right time. You can set your rules to trigger notifications for specific people, rooms, event statuses, and event types. Take extra time with this step and revisit your rules regularly to make sure they are continuing to serve your needs.

1. On the EMS Desktop Client menu bar, click Configuration > Administration > Notification Rules. The Rules window opens, listing all active Notification Rules configured in your implementation. To view any inactive rules, click Inactive in the Show section.

 




 





 



 

 

2. Click New. The Notification Rule Wizard opens.

3. In the Description field, enter a name or description for the new Notification.

4. The Inactive box is a quick way to turn off all notices for a rule. Leave this unchecked if you want your rule to take effect.

5. Select the Notification Type; these are defined below and your selection in this field changes additional fields that become available.

Booking Notification Rules

Any of the following notification types are considered booking notifications, and are available when creating new Notification Rules in the wizard:

  • New Bookings
  • Changes to Date/Time
  • Room Changes 
  • Status Changes 

  1. The Setup Type field in the Notification Rule Wizard enables you to ensure that changes to a booking's room setup will appropriately notify attendees. (See this section for configuring Setup Types).  You can select one of the existing setup types, or one of the options below.
    • (all) - The rule will trigger on all Setup Types.
    • (any other than Room default) - Notifications will trigger for all Setup Types except for the Room's default Setup Type. (To change the default Setup Type you can go to Configuration > Facilities > Rooms, then select a Room and press "Edit"; then make your changes in the "Default Setup Type" field.) 
  2. Next to the Notification triggers if change occurs within... field, you can specify the timeframe (in days or hours) leading up to the booking when notifications generate. Enter a number and select "Days" or "Hours" from the dropdown.
  3. The Display New Booking As field enables you to specify whether the Notification occurs as Booking Information or Reservation Information. For example, for new reservations that contain multiple bookings (recurring meetings), if Booking Information is selected, then a Notification occurs for every individual booking. If Reservation Information is selected, then a single Notification occurs for the entire reservation.
  4. For Source, indicate whether additions and/or changes in the EMS Desktop Client, EMS Web App, or both will trigger a Notification.

Note: The Booking options described here only apply to EMS Enterprise. In EMS Professional, only one global Booking Notification can be configured at any time in your EMS database and it is only available if a Booking Notification is not currently configured in your EMS database.

Service Order Notification Rules

Any of the following notification types are considered service order notifications:

  • New Service Orders
  • Changes to Service Orders
  • Deleted/Canceled Service Orders
  1. On the Category dropdown list, select the category for which the service order Notification is to be generated. If the appropriate category is not available, you can configure it. See Configuring Categories. 
    After selecting a category, the State, Grouping, and Resource options appear. You can select (all), (multiple), (none), or an individual item on the list. To notify on a whole category, keep the selections set to (all).
  • State - Select the corresponding state that you the Notification to trigger on.  "New Service Orders" will have to start in that state.  "Changes To Service Orders" will have to change into that state.  More than one state may be selected.
  • Grouping - Select the grouping that a resource is in. These are set at the resource level in EMS. See Configuring Groupings.
  • Resource - Select an individual resource from the list.

Note: When you choose a Group or Category, all three items (New Service Orders, Changes To Service Orders, and Deletion/Cancelation Of Service Orders) will become auto-selected. The notification will now only fire on all three. To set the rule to trigger notifications on only one or two of these three, you must select (all) on both Group and Category.

  1. Next to the Notification triggers if change occurs within... field, you can specify the timeframe (in days or hours) leading up to the booking when notifications generate. Enter a number and select "Days" or "Hours" from the dropdown.
  2. For Source, indicate whether additions and/or changes in the EMS Desktop Client, EMS Web App, or both will trigger a Notification.

Notification Rules for Anything On A VIP Event

VIP Event is an option available when creating a reservation in the Reservation Wizard. Select this option to notify users when any changes are made to a VIP Event. 

New Everyday Users Notification Rules

Select this option to notify users when a new everyday user account is created. For Source, indicate whether additions and/or changes from the EMS Desktop Client, EMS Web App, or both should trigger a Notification.

User Defined Field Notification Rules

  1. In Type field, select the User Defined Field type for which the Notification is to be generated. If the appropriate UDF is not available, you can configure it. See Configuring User Defined Fields (UDFs).
  2. Select the UDF for which the Notification is to be generated. (Available UDFs have a field type of List. UDFs with other field types are not displayed on the User Defined Field dropdown list.)
  3. Select the UDF value for which the Notification is to be generated.
  4. Next to the Notification triggers if change occurs within... field, you can specify the timeframe (in days or hours) leading up to the booking when notifications generate. Enter a number and select "Days" or "Hours" from the dropdown.
  5. For Source, indicate whether additions and/or changes in the EMS Desktop Client, EMS Web App, or both will trigger a Notification.

Note: The Service Order options described here only apply to EMS Enterprise. In EMS Professional, only one service order Notification per category can be configured at any time in your EMS database.

 

Selecting Users to Notify

7. Click Next. The Users window opens.

8. Select users and email addresses to which to send notices:

  1. Select users to move (>) from the Available list to the Selected list (use CTRL-click to select the multiple users.

Tip: If a user is not listed, see also, Configuring User Accounts.

  1. Use the Email Address field to add users and/or groups that will receive the email notification (enter the appropriate email address or click Add to choose email addresses from your Groups/Contacts lists, your Global Address List, or your Outlook address book; then click the Add button).
  2. The following additional options are available on this screen:

Group Users Tied To Rule
This Rule controls how users are notified as a group.  If a user is designated on the Rule as recipient and this option is not selected, then no notifications will fire.  If, however, this option is selected and that user triggers it, the notifications will go to all the other users and email recipients designated as recipients on the Rule.

Send to Event Coordinator
Send notifications to the Reservation Event Coordinator's email address or dashboard when checked.

Send To Everyday User
Send notifications to the EMS Web App user's email address when checked.

Send to Reservation Group/Contacts
Send notifications to the first contact's email address, or the group's email address.

Selecting Rooms Requiring Notifications

Note: If you selected "New Everyday User" as your Notification Type in Step 5, skip to Step 16.

9. Click Next. The Rooms window opens, where you can specify the rooms for which notifications should trigger.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

10. Search for the rooms to which the Notification applies:

  1. For Building, select one of the following—(all) buildings, a specific building, a specific area, or a specific view.
  2. For Room Type, leave the default value of (all), or select a specific room type.

Tip: To search for active and inactive rooms, select Show Inactive.

If the appropriate building, area, room type, or view is not listed, you can configure it. See Configuring Buildings, Configuring Areas, Configuring Room Types, and/or Configuring Public Views.

11. Move (>) rooms (use CTRL-click to select multiple rooms) from the Available list to the Selected list as desired.

Selecting Booking Statuses Requiring Notifications

12. Click Next. The Statuses window opens, where you can specify the status of an event that should trigger a notification. 

13. Move (>) booking statuses (use CTRL-click to select multiple statuses) that should trigger a notification from the Available list to the Selected list. If the appropriate status is not listed, you can configure it. See Configuring Statuses.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Selecting Event Types Requiring Notifications

14. Click Next. The Event Types window opens, where you can specify the type of event that should trigger a notification.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

5. Move (>) event types (use CTRL-click to select multiple statuses) that should trigger a notification from the Available list to the Selected list. If the appropriate event type is not listed, you can configure it. See Configuring Event Types.

Final Step

16. Click Finish. The Notification Rule Wizard closes. You return to the Rules window with the newly configured Notification Rule automatically selected.

Tip: Copying a Notification Rule

Notification Rules can be configured by making a copy of an existing Rule. On the Notification Rules screen click the Copy button. The Rule will be completely the same as the previous one, except for the Description having "Copy of " added to the beginning of the name.