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Setting Up the Automatic Notifications Feature

← Administration
For the Automatic Notifications feature to work, administrators must set up watchers with an email address in the User or Contact record. If desired, automatic watchers can also be set up.

NOTE: Currently, only Call, Incident, Maintenance, Call for Service, and Traffic Stop records can be watched. 

Setting up watchers

To allow the software to send email notifications to a watcher, information about the email address of the person must be included in their User or Contact record, and the record must indicate that the user is to receive email notifications.

To set up a user to be a watcher:
  1. From any Admin screen, select Agency Setup > Users. The User Search screen opens.
  2. Do one of the following:
    — To set up an existing user, select the User record to view it, and then click Edit.
    — To set up a new user, click Add New.
    The Editing or Adding New User screen opens.
  3. In the Email field, enter the email address of the user.
  4. To allow the software to send email notifications to the user, select the Receive Email Notifications check box.
  5. Save the record.

    NOTE: Users can use their Profile record to set themselves up to receive email notifications as well. The process is the same from the User record or the Profile record.
To set up a contact to be a watcher:
  1. From any Admin screen, select Agency Setup > Contacts. The Contacts Search screen opens.
  2. Do one of the following:
    — To set up an existing contact, select the Contact record to view it, and then click Edit.
    — To set up a new contact, click Add New.
    The Editing or Adding New Contact screen opens.
  3. In the Email Addresses area, enter the email address of the contact. See the article "Using the Contacts Module."
  4. To allow the software to send email notifications to the contact, select the Receive Email Notifications check box.
  5. Save the record.

Setting up automatic watchers

As an administrator, use the Notifications Settings screen to select watchers who are automatically added when records are created.

Watchers can be set up based on relevant users or call natures. Watchers are notified through email when the status or nature of a watched record changes.

The default settings for record notifications can also be set up.

To access the Notification Settings screen, from the Administration dashboard or the App Settings menu, select Notifications.

To set up relevant users to be watchers:
  1. In the General Settings area, in the Notify Relevant Users field, select the relevant groups to notify. Multiple groups can be selected.

    NOTE: Currently, only dispatched units can be selected as relevant users. 

  2. To save your selection, click the Save button. Otherwise, click the Cancel button. Each time a unit is dispatched to a call, they are added to the call as a watcher, and the unit is sent an email with information about the call.
To set up watchers based on call natures:
  1. In the Conditionally Add Watchers area, click the Add icon. A new row appears.
  2. In the Nature field, select the natures that, when selected for a new Call record, automatically add the selected watchers to the call. Multiple natures can be selected.

    NOTE: Watchers can be conditionally added to Call records only.

  3. In the Users field, select the users who should be notified. Multiple users can be selected.
  4. In the Groups field, select the groups who should be notified. Multiple groups can be selected.
  5. To make the configuration active, select the Active check box.
  6. To save your changes, click the Save button. Otherwise, click the Cancel button. Each time a call is created with the specified nature, the selected users and groups are added as watchers, and are sent an email with information about the record.
  7. To delete an automatic watcher configuration, click the Delete button. A dialog box opens, prompting for confirmation of the deletion. To delete the configuration, click Delete. Otherwise, click Cancel.
  8. To edit a configuration, click the Edit button, and then modify the fields. Click Save to save your changes.
To set up record notification defaults:
  1. In the Record Notifications Defaults area, click the Edit icon for the type of record notification to set up.
  2. In the Add Clients as Watchers and Email Watchers fields, select the check boxes to have the corresponding check boxes on the record be selected by default when the record type is added.
  3. In the Image Email Default, select whether the Email check box is selected by default for images that are attached to the record type.
  4. Click the Save button. Otherwise, click the Cancel button. 
  5. Repeat steps 1-4 for each record type.

 

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