Creating a notification
You can create notifications so that users receive an alert when a specific event occurs. There are two types of notifications, system notifications and email notifications. You can create system and email notifications at the same time.
About this task
To edit an existing notification, click the notification name.
- Go to Administrator Settings > Notifications and click New Notification.
- Enter a name for your notification. Enter a name that is meaningful and descriptive to users. If you are editing a notification, you can enable or disable the notification by clicking the Status toggle.
- Select the type of notification. The type relates to the types of objects in the system. Choices include Incident, Note, Milestone, Task, Attachment, and Artifact.
- Select the type of users (as they relate to the object) who should receive the notification. If you select Added Members or Added Owners, those members or owners who are in the process of being added to the object also receive the notification. If you select Removed Member or Removed Owners, those members or owners who are in the process of being removed from the object also receive the notification.
- Optionally, you can notify additional users as follows:
- Notify users. Click in the field to select one or more users in your account.Note: A user name in red means that the user is currently deactivated and cannot receive notifications.
- Notify others. Enter email addresses of people or groups. Use a comma, space, or newline to separate multiple email addresses. You must enter the body of the email in Step 6 or this field is ignored.
- Notify users. Click in the field to select one or more users in your account.
- Select a condition that causes the system to send the notification. Select only one of
the following two options:
- Send a notification when an object of the type you selected in Step 2 is created or removed.
- Click Add Condition. Select a field, the operation to perform, and the
value that causes the condition to be true. For example, you can send notifications whenever there
is an incident with compromised data by setting the condition to Data
Compromised (field) is equal to (operation)
Yes (value). You can add multiple conditions, where ALL conditions must be
true to generate the notification. The following table describes some of the available
Operator Description is created Condition is True when the object is created. is added [a] Condition is True when the value [a] is added. is equal to [a, b, c] Condition is True when the values [a, b, c] are the only ones present. It must be an exact match. contains [a, b, c] Condition is True when at least the values [a, b, c] are present. There can be more, but no less. has one of [a, b, c] Condition is True when at least one of the values [a, b, c] is present. has a value Condition is True when the object has a value.
- For email notifications:
- Check the box for the users selected in steps 3 and 4 to receive an email by default.
- Enter a subject line for the email notification. This is a required field if you check the
Users receive an email. You can use substitution variables as described in
Substitution values. Important: Using a substitution value in an email notification subject field can significantly increase the volume of emails if the substitution value results in multiple different email subjects. A separate email notification is sent for each email subject. So, for example, you might have an email notification where a single email is sent when no substitution value is used. By adding a substitution value to this notification, and if the substitution value results in 200 different email subjects, 200 email notifications are sent.
- Enter the message body. You can use substitution variables as described in Substitution values.
- For system notifications:
- Check the box for users selected in steps 3 and 4 to receive the notification by default.
- Enter the notification body. You can use substitution variables as described in Substitution values.
- Click Create.