Understanding Alert Rules
Alerts send notifications of key dates within a record or trigger a Workflow. Alert Rules are used to set alert defaults for Assignments, Contracts, Contacts, Organizations, Assignments, Documents, and Tasks. Once an alert rule is created, all new and existing contract records of that type will automatically have alerts added using the settings in the Alert Rule.
Instruction for creating a Contract Alert Rule is below:
Select Alert Rules
from Application Settings.
2. Click New Alert
.
3. Enter a name for the Alert Rule. The Alert Name will be how it appears in the Alerts list, calendars, and the subject line used when sending an email.
4. Next, select the Object Type. Contract and other options in the drop-down include Assignment, Contact, Organization, Document, or Task.
5. (Optional) Select the Contract Type for which the alert will be used. If you leave this blank the rule will apply to all contracts.
6. Start Alert Before or After Date: Choose when to start the alert: Before, After or on the specified date.
7. Based on Field: Select the Date field on which to base the alert. Note: although there is a calendar field here, you cannot select a date using this screen. The system will use the date in the contract record.
8. Enter the Number of Days before or after to start sending the alert.
9. Select the Recurrence (Daily, Weekly, Monthly, Quarterly, Annually or Custom). Notifications will go out using the selected recurrence schedule until the selected date. For example, if you enter 90 as the Number of Days Before, then set a recurrence of Monthly, the system will send notices at 90, 60, and 30 days. If you select Custom recurrence, also enter the number of Custom Recurrence days.
10. Select the Notification Method: Email, In System, Email and In System, or Trigger Workflow Only. One additional configuration setting includes None(Draft-Inactive). This setting will not trigger any alerts notifications or associated Workflows and remains inert until a different Notification Type is selected. Use this setting to prevent alerts from being sent until such time as the Alert Rule Notification Type is adjusted and ready to be utilized. NOTE: If Email is one of the selected methods, set the Use Email Template toggle to the desired position (YES or NO). If you are using a template, select it from the drop-down. You can modify the information carried over from the email template before sending it out by setting the Edit Email toggle to YES. Edits you make here only apply to this email and do not modify the template. If you are not using a template, add your own Email Subject and Email Body.
11. Select a Recipient type from the drop-down (see list below) then select the specific recipient. You must click the +Add button after each recipient.
Assigned To (Task-only Object type)
Assigned By (Task-only Object type)
Contract Owner
Associated Contact (e.g. the contact in the record whose Association is “Signatory”)
Contact (any contact in the system)
User (a specific user)
Department (all users in the selected department(s)
Role (all users in the selected role, based on Organizational Ownership of the record)
Email (name and email address). For each name, select the Recipient Type (TO, CC or BCC).
Since emails generated by the system come from the Contract Logix Administrator using a <no-reply> address, you can use the Reply-To checkbox to indicate who should receive replies instead of <no-reply>.
Trigger Workflow (Optional) Select a workflow to trigger when the alert goes off. Only workflows associated with the object type you are setting the alert for can be selected. If you do not wish to trigger a workflow, leave this field blank. Conversely, the Trigger Workflow Only Notification Type executes the workflow operation without sending any notifications.
12. Click the Save button.
Once the alert rule is saved, an alert is added to all new and existing records covered by the alert rule.