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Using the Automatic Notifications Feature

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The Automatic Notifications feature is used to set up users as watchers on certain records. Watchers are notified through email when the status or nature changes for records they are watching.

In addition, the Automatic Notifications feature can also be set up to provide notifications in the software when certain actions are performed.

Setting up watchers

Your administrator can set up records to automatically set certain types of users as watchers. Watchers on a record can also be set manually.

NOTE: The required privileges must be granted before watchers can be set manually.

To manually set watchers on a record:
  1. Open the record.
  2. Expand the Watchers section, and then click the Edit link. The Edit Watchers window opens.
  3. Select the users, groups, or contacts to add as watchers. Multiple users, groups, and contacts can be selected.  
  4. Click Save. The selected users, groups, and contacts are added as watchers on the record.

    NOTE: User or Contact records for watchers must be set up with an email address and must be set up to allow email notifications before any notifications can be sent. See the article "Setting Up the Notifications Feature."

Setting up notifications

Your User Profile record can be used to set up notifications in the software. Notifications can be viewed from any screen, using the menu bar. See the section "Viewing notifications" below.

To set up notifications:
  1. Open your User Profile record. See the article "Using Your Profile Record."
  2. Click the Profile Settings tab.
  3. In the Notifications Settings area, complete the fields. For field descriptions, see the section "Fields in the Notifications Settings area" below.
  4. To save your changes, click the Save icon in each field. 

Fields in the Notifications Settings area

The Notifications Settings area contains the following fields: 
  • Watch Records on Creation: To set yourself as a watcher automatically when you create a record, select Yes. Otherwise, select No.
  • Assigned to Call: To receive a notification when you are assigned to a call, select On. Otherwise, select Off.
  • Direct Bulletin Board Messages: To receive a notification when you are sent a direct message from the bulletin board, select On. Otherwise, select Off.
  • Record Assigned in Workflow: To receive a notification when you are assigned to a record in the Workflow feature, select On. Otherwise, select Off.
  • Watched Record is Modified: To receive a notification when a record you are watching is modified, select On. Otherwise, select Off.
  • Watched Record is Deleted: To receive a notification when a record you are watching is deleted, select On. Otherwise, select Off.   

Viewing notifications

When a new notification is received, the envelope icon on the menu bar changes color and the number of new notifications is displayed.

To view your notifications:
  1. Click the envelope icon to display a list of the eight newest notifications. 
  2. Do any of the following:
    — Click a notification to open the associated record.

    NOTE: Once a notification is clicked, it is deleted. As notifications are deleted, older unread notifications are displayed. If the notice is about a direct message on the bulletin board, then a window opens and displays the message. Click the Exit button to close the window. To view the message again, open the bulletin board.

    — Rest your mouse pointer on a notification to display the Delete button (X), and then click the icon to delete the notification.
    — Click the Delete All link to delete all notifications, including any notifications that are not currently displayed on the list of recent notifications.




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