Email notifications when scheduling an activity

When scheduling an activity, the following triggering events can be used to generate emails:
  • A new Activity is created
  • An existing Activity is deleted
  • The Main Resource of an existing Activity is changed
  • The Time and / or Date for an existing Activity is changed
  • A Series (Recurrent Activity) is created
  • A Series (Recurrent Activity) is removed
  • A Series (Recurrent Activity) is changed
  • Additional Resources are added to an existing Activity
  • Additional Resources are removed from an existing Activity
  • Attendees (Participants) are added to  an existing Activity
  • Attendees (Participants) are removed from an existing Activity
  • Service Requests are added to an existing Activity
  • Service Requests are removed from an existing Activity
  • Service Requests are changed for an existing Activity


Based on the above triggering events there are five main email templates which can be created for sending emails to the following destinations:
  • The Activity Requester (If the Requested by field is not populated or if the Requester name is removed, then the Activity Owner / Creator will serve as destination).
  • The administrator of the Main Resource for the Activity (the main resource of the activity needs to have a valid email address defined in the Resource properties window).
  • The administrators of the Additional resources for the Activity (each one of the additional resources resources of the activity needs to have a valid email address defined in the Resource properties window).
  • The Attendees of the activity
  • The service Providers for any Service Requests added to the Activity (each service provider needs to have a valid email address defined in the corresponding Service properties window).
Each email template can be defined using a combination of text and variable fields available in the Email Template definition form.

Screenshot depicting the list of triggering events, variable fields and destinations:

  

Additionally there are four other events which can generate email notifications. These events are:
  • A Tentative activity is Approved (Typically the resource administrator is in charge of approving of an activity).
  • An Approved activity is demoted to Tentative (this usually occurs when an approved activity is explicitly demoted or when the main resource, time or dates have been changed after an activity was already Approved).
  • An Approved activity is Confirmed (this occurs automatically when all the service providers have confirmed all the items for the service requests).
  • A Confirmed activity is demoted (this usually occurs when a Confirmed approved activity is explicitly demoted or when the main resource, time or dates have been changed after an activity was already Confirmed).



The format of the emails can be defined using the Formatting tab in the Email templates form.

Alternatively, the notification emails can be generated in ICS format so they will appear as meeting / appointment invitations when received in an email client program such as Microsoft Outlook, Gmail, etc. To enable this setting, log in to the Management Console, select the Settings applet, select the General tab and change the value of the "Send ICS emails for time changes" from 0 to 1.
 
Note:


For additional information on the email templates feature please review the VisualTime Administrator's Guide http://www.visualtime.com/docs/Visualtime_Administrators_Guide.pdf.

Article ID: 19, Created On: 10/24/2012, Modified: 10/24/2012