The final step of creating a mail notification is to link the dashboard list to the message template and determine when it should trigger the notification and to whom.

Create a new message definition

1. Select the Mail Configuration tab in System Manager

2. Click on the Message Definitions view 

Fill out the following data in the Create New Message Definition view.

1. Name - enter a name for your definition.  This does not appear anywhere in the message itself, it is just a name for the definition.

2. Message Type - select one of the following options from the drop-down list:

Subscription List: Mail notifications can be sent based on a subscription list, which refers to a list of documents specified in the Dashboard Chart drop-down list. The notifications are sent out, for example, when a new document is added to the list view.

Direct Notification: These notifications are sent when a user enters a direct message into a dialog box.  For example, when sending a document to an approver or using the Send for Info button.  For this message type, you only need to set the message template. None of the other settings described below are needed.

Error: The background service will send out error messages in case of unattended situations. For example, transfer error.
For this message type, you only need to set the message template. None of the other settings described below are needed.

3. Dashboard Chart - select the dashboard list from the drop-downs that you want to monitor.

4. Message Templates - select a template from the drop-down list. 

5. Role to Inform - select the user role that is informed when a new document appears on the chosen list. If you want to send the message to multiple user roles, you need to create a copy of the message definition and select another user role. You can leave this empty and simply enter the email address/es in the Inform Emails field.

6. Inform Emails - enter the email addresses of the people you want to send notifications to. For example, you can use this option if you want to inform someone who is not participating in the workflow. If you want to set multiple emails use a comma between each email address, for example [email protected], [email protected]

7. Included Documents - select one of the following options from the drop-down list:

Added: If you select this option, then only documents that have been added to the document list since the notification was last sent will be included in the message.

All: If you select this option, all documents on the associated dashboard list will be included in the message.

8. Summarized - select one of the following options: 

Yes: If you select this option, a single email containing information about all documents is sent.

No: If you select this option, a separate email is sent for each document on the list.

9. Summarized Dashboards - select a dashboard if you want to send a link to a dashboard instead of a list of documents.  This works in conjunction with the Summarized Dashboard Limit below. Note that this dashboard is NOT the one that is triggering the message but rather the dashboard you want the User to go to when they click the link in the mail for example, "My Tasks".

10. Summarized Dashboard Limit - enter an integer to set the limit for new documents. This enables the creation of templates that look different depending on the limit. For example, If the number of documents is greater than 5, a link to a dashboard is sent (Mode 1), if the number of documents is below or equal to 5, then document details are shown (Mode 2).

11. Summarized Sending Hour - select the times when the summary email is sent out. This option is suitable when sending summary emails containing all new documents or all existing documents from the associated dashboard list.  Note you can select more than one time (hour).

12. Interval Minutes - define how often the dashboard is checked. This setting is not applicable if you use a specific sending hour.

13. Start Time and End Time - define the start and end time for mail sending. This will prevent the emails from being sent, for example, in the middle of the night.

Click Create.