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Creating a Notification

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You must have purchased the Web Sales Module to use Work Flow Notifications.

Using Work Flow Notifications, you cab take common situations, such as donations being sold or changed, or patrons creating records via the internet, and send notification emails to certain employees who will be responsible for tracking changes to the database.

To create a new workflow notification, you perform the following steps:

  1. Open the Work Flow Notification by choosing Setup >> Users and Access >> Work Flow Notification.

    The Workflow notification list window opens.

  2. Click the New button.

  3. Select the Notification Type from the drop down list.

    These Notifications are defined in the system table Workflow Notifications. Click here for more information.

  4. Select an Form Letter to use for this notification by clicking the Letter button.

    For more information about Form Letters, click here.

  5. Select the form letter that corresponds to the notification that you are setting up.
  6. Click the Select button.

    The Letter/email is now attached to the Notification.

  7. Enable the appropriate check boxes so this email is sent when the event is added, changed or deleted.

    These options allow you to set up and send emails to different employees for different situations. For example, not all employees will need to be notified if a donation is changed, but more will be on the list for donations being added.

  8. Enter notes to describe what this notification is used for.
  9. Choose if the notification will be sent for Box Office, Internet Sales, or both.

  10. Click the Send Email To tab.

  11. Choose the employees to receive this notification.

    If an employee does not have an email address, you will need to enter one for them to be added to a notification. Click here for Employee Setup.

  12. Click the Save button.
  13. You should now check your notifications are being sent.

    To test the notification, you can set it to also be sent when the transaction happens in the Box Office. Then sell the ticket in the Box Office to see it right away.

    If it is for web sales only, you have one more step to check. If your web transactions have been set to process at the End Of Day (which makes online sales go faster), then it will only send the email after the End Of Day.

    You can check this setting in Setup>>Company Preferences>>WEB LISTENER tab. If that box is UNchecked, the notifications will go out at the End Of Day. If the box is checked, then the emails will go out as soon as the Web Listener has a moment to send them.

    If the notification is not in the INBOX -- check your junk mail box.