Infowise Smart Alert Pro User Guide - ComponentSource

Infowise Smart Alert Pro User Guide Figure 4 - What To Send The following alert types are supported: Item is added – an alert is sent when a new item is added. This setting is only enabled when the alert is added to a list or a folder, but not to a specific item. Item is modified – alert is sent when item is edited by user. Item is deleted – alert is sent when item is deleted by user. According to date in column – alert is sent when a date/time columns value falls into the range specified by the alert. Notifications The alerts sent according to date (also known as notifications) are sent by a timer based mechanism that scans the items every 30 minutes and send alerts matching that 30 minute period. You specify which date/time column to use and specify the following settings for that column: Number of units – number of time units before/after the date in the column when the alert should be sent. By default 30 (minutes). Time unit – unit of time measurement to use for the alert. The possible values include minutes, hours, days, weeks, months and years. The default value is minutes. Before date/After date – when to send the alert relative to the date column. For example, 30 minutes before date or 1 year after date. You can also define re-occurrence of the notification: Repeat (checkbox) – whether or not to enable re-occurrence. Number of units – number or time unit to wait before repeating the alert. Copyright 2010 Infowise Ltd. All Rights Reserved For news and updates visit http://www.infowisesolutions.com 9

Infowise Smart Alert Pro User Guide Time unit – unit of time measurement of waiting for repeating the alert. Number or times – number of times to repeat the alert. The minimal time period is 30 minutes. Although it will not cause an error, you should not set the repeat interval to anything less than 30 minutes; otherwise multiple notifications for the same item may arrive into your Inbox at the same time. Conditions You can specify conditions that must be passed for the alert to be sent. The conditions are optional, you do not have to specify any conditions if you want the alert to be sent in all cases. The conditions compare the underlying item‟s column values to the values expected by the conditions. The values used for comparison are the values as they are AFTER the update that triggered the alert, except for the notifications (that take the current values) and deletions (that take the values before the deletion took place). You can specify conditions directly or you can link to Tab Permissions rule‟s conditions of Infowise Smart List Pro/Lite, if you have the product installed and activated in the site collection. Smart List Pro helps you create sophisticated electronic forms by adding new capabilities to regular SharePoint forms, such as tabs and tab permissions, advanced column permission, validations, default values and more. Learn more about Smart List Pro here. The Smart List Pro conditions checkbox is only enabled when the product is installed and activated. Once you‟ve checked it, you can select the relevant tab and then select the rule you want to use from the list. The rule is linked and not copied, so your alert will always use the most recent version of the rule. Once you chose to use Smart List Pro conditions, the regular conditions are blocked. Uncheck the Smart List Pro checkbox to re-enable the regular conditions. You can also enter the conditions manually specifically for the current alert. 1. Uncheck the Smart List Pro checkbox if already checked. 2. Check the Conditions checkbox. 3. The condition builder section will open. 4. Select a column name you want to include in the condition (e.g. Status). 5. If you want to only send an alert when the column value is changed to the required value prior to sending the alert, choose After Change. If you just want to validate the condition, choose Always. Copyright 2010 Infowise Ltd. All Rights Reserved For news and updates visit http://www.infowisesolutions.com 11

Infowise Smart Alert Pro User Guide 6. Select the Operator. The available operators vary depending on the data type of the selected column, for example, a numeric column will have “Greater than” and “Less than” operators, that the text columns do not have. 7. Select the value to test against. The condition must be passed for the alert to be sent. For example if you set “Status equals „In Progress‟”, alerts will be sent only for items where Status column is set to “In Progress”. 8. Click on Add to add the condition. When column of condition allows you to run alert only when a column value changes to a specific value, meaning that prior to the change the column value must not satisfy the condition. For the obvious reasons, this setting is only relevant for Item is Modified event. In all other cases, the setting is ignored and the condition is validated in the usual fashion, as if the When column is set to Always. You can enter multiple conditions; all the conditions must be passed for the alert to be sent. When To Send This setting does not apply to notifications that are sent depending on the date/time column values. You can choose to receive alert immediately once the trigger event happens or you can postpone the alert to a specific time of day or a specific day of week. Immediately – the alert is sent immediately. You can choose to always send the message straight away, or only do it during business hours. In this case, the alerts outside business hours are send in the beginning of the next business period (e.g. Monday morning) o Always – alerts are sent as they are generated o Business days – select the business days and business hours to send the alerts immediately Daily – alerts are sent at once a day, at the time of your choosing. You can set business days during which the alerts are sent; otherwise the system waits for the next business day. Weekly – alerts are sent once a week, on the day and time of your choosing. Copyright 2010 Infowise Ltd. All Rights Reserved For news and updates visit http://www.infowisesolutions.com 11

Infowise Smart Alert Pro User Guide Figure 5 - When To Send When using Daily or Weekly alerts, you must specify time [and weekday] for the alert. When immediate alerts are generated outside of business hours, it is send only in the beginning of the next business day, the time and weekday settings do not apply to immediate alerts and they are not enabled when these alert types are selected. Mail Templates You can specify exactly how the email message the alert sends looks like and what it includes. These mail templates can be created by end users and/or site collection administrators. Administrators can choose to share templates with end users. Copyright 2010 Infowise Ltd. All Rights Reserved For news and updates visit http://www.infowisesolutions.com 12

Infowise Smart Alert Pro User Guide Figure 6 - Mail Templates At the top of the section you can see the existing mail templates created by you or those created by the administrator and shared with all users. The administrator templates have a lock icon on the left. By default, only the Default alert template exists, which is created by the system. Once you have created additional templates, you can choose which template to use for which event type of the alert by using the radio buttons. You can assign a different template to each event type, such as item is Added or Date column base notification. You can also delete a template you created, edit an existing template or add a new one. Delete a Template When deleting a template, you will be notified how many alerts use the template, if any, so you may reconsider deleting the template. Click on the Delete link to the right of the template name. You will be presented with a confirmation pop-up, click OK to delete the template. If a template is deleted, but there are still alerts using it, those alerts will use the default template instead, until you define a new template for them. Copyright 2010 Infowise Ltd. All Rights Reserved For news and updates visit http://www.infowisesolutions.com 13

Infowise Smart Alert Pro User Guide Add a Template When you add a template, it can be reused by all alerts you create. If you are a site collection administrator and you checked the Share template with all users checkbox, all users will be able to re-use the template within the current site collection. On the right site of the template adding section you can see a box containing current list fields and parameters. You can use them as placeholders in the Subject and Body fields of the template. The placeholders are replaced with actual values when an alert is sent. If the item does not include fields specified by the placeholder, it will be replaced with a blank. List properties are separated from the column values by a dashed line. List properties include such general values as Site URL, List Title. Change Type placeholder designates the event type that created the alert, such as “has been modified”. The placeholders are in the format [internal name display name]. Never change or edit the placeholders themselves or they will not be replaced by the actual values. Provide a meaningful name for the template (such as Task notification) Enter alert subject by using text and placeholders. To add a placeholder, select it from the box and click on Add to subject. The placeholder will be inserted at the current caret position. Enter a message body, using text, styling and placeholders. To insert a placeholder, select it from the box, click on Copy to clipboard and paste it into the relevant location within the message body. You can add as many placeholders as you need. Check the Include updated columns checkbox to include a list of updated values at the bottom of the alert message. Check the Highlight updated columns checkbox to highlight the updated values everywhere in the message. Check the Insert attachments or document checkbox to send the item‟s attachments (or document itself if the list is a document library) with the message. If you are a site collection administrator, you can check the Share template with all users checkbox to make the template available to all users in the site collection. Click on Add to save the template, now you can use it in your alert. Edit a Template You can edit any template at any point. When editing your own templates, you can change all fields, but when editing a template created by the site collection Copyright 2010 Infowise Ltd. All Rights Reserved For news and updates visit http://www.infowisesolutions.com 14

Infowise Smart Alert Pro User Guide administrator, you can only change the checkboxes dealing with updated columns and attachments. Click on the Edit link to the right to the template name. The template values will be loaded into the editing fields. Change the values according to your needs and click Update. Alternatively, if you want to create a new template based on the current one, click on Add. Advanced Settings The section contains advanced settings for special cases. Figure 7 - Advanced Settings URL Conversion Smart Alert Pro support URL re-mapping between zones. If your web application is extended to several zones, you can specify what zone URL you want to use for the alerts, so that all the links in that alert have that zone‟s URL host header and port. The option is only available when the current web application has more than one zone. This is useful when you want to send alerts to external users and must make sure the URL will lead to the external site. Check the checkbox and select the relevant zone from the drop down box. Send as SMS On SharePoint 2010 you can choose to have the alert delivered as an SMS message. You are required to set up the required web services in Central Administration before you can use this feature. The SMS messages include only the Subject of the alert. Only recipients with valid mobile phone numbers are used to send the SMS messages. For SharePoint users, this means that the user details must include the mobile phone number. For Contact lists it means that the mobile phone column must be filled. Manually entered email addresses cannot be used by this feature. Adding, Updating and Saving Alerts When browsing to the page from an item or list menu, the page enters the Quick Add mode. In this mode you usually just need to click on OK at the bottom to create an alert with default settings. Afterwards you are redirected back to the page you came from. Copyright 2010 Infowise Ltd. All Rights Reserved For news and updates visit http://www.infowisesolutions.com 15

Infowise Smart Alert Pro User Guide When using the Site Actions or Site Settings link, the page enters the Management mode. In this mode the list of existing alerts at the top is open by default and the Add Alert button is visible. In this case, you add alerts by clicking on Add Alert button and stay on the management page until clicking on OK or Cancel. When you edit an existing alert by clicking on the Edit link, both Update and Add Alert buttons are visible. The Update button save the changes to the alert being edited and the Add Alert creates a new alert instead. Value Picker Use the value picker for selecting values for conditions and/or parameters. The value picker looks like a regular text box with an adjacent picker icon: Figure 8 - Value Picker Depending on the value type of the column/parameter for which the value is being entered, the picker will check your input or disallow invalid entry. The picker allows one of the following data types: 1. Text – any input is allowed. 2. Number – the entered value must be a number or the calculation result must produce a number 3. Date – the entered value must be a valid date or the calculation result must produce a date 4. Boolean – the entered value must be a Boolean (yes/no) Value Calculations You can enter scalar values, such as “Title” or “1”, column values in the form of column name surrounded by square brackets (such as “[Title]”), functions (such as “ Month([Created])”) or arithmetic operators (“ ”, “-“,”*” or “/”). When entering a text value, all the different parts of the value are concatenated into one string, such as “[Title] 1” may produce “My title 1”. When entering a number, each part is evaluated as a number and the arithmetic operations are performed on those numbers. For example, “[Amount]/[Count]” can produce “6/2”, which results in “3”. Note that only simple calculations are performed; you should not use any parentheses or advanced mathematical symbols. When entering a date, the first part is evaluated as a date. Additionally, you can include additional parts, evaluating as a number and either “ ” or “-“ between them. Copyright 2010 Infowise Ltd. All Rights Reserved For news and updates visit http://www.infowisesolutions.com 16

Infowise Smart Alert Pro User Guide When calculating, the specified number of days is subtracted or added to the date. For example, “[Due Date]-[Warning Period]” may result in “12/12/2011 – 7”, which will produce “12/5/2011”. When entering a Boolean, you must either enter “True” or “False” or select a yes/no column. No arithmetic operations are supported. Picker Pop-up You may want to click on the picker icon to bring up a picker pop-up window. The window presents a selection of available columns and functions for building the value expression. Figure 9 - Picker pop-up Functions You use functions to either enter values that are not column value or to perform operations on column values Year – takes date/time as parameter and produces number from the Year part of that date, e.g. “ Year([Created])” “ Year(12/12/2010)” “2010”. Month – takes date/time as parameter and produces number from the Month part of that date, e.g. “ Month([Created])” “ Month(12/12/2010)” “12”. Day – takes date/time as parameter and produces number from the Day part of that date, e.g. “ Day([Created])” “ Day(12/12/2010)” “12”. Copyright 2010 Infowi

Recipients - you can send alerts to SharePoint users, users in a User/Group column of the item or emails in a text column, users in a Contacts list or to manually specified e-mail addresses. 4. Mail Templates - users can create and re-use their own alert email templates. The administrator can create templates that can be shared by all users. 5.