Configuring Tracked Item Overdue and Late Alerts

Transaction Server can send alert messages to specified email addresses if a tracked item does not complete by its expected by time stamp. It uses XML files to create the content of the alert message. Table 1 shows the configuration parameters Transaction Server uses to locate the XML files for email formatting.

Table 1. Email Formatting XML File Variables
Variable	Description
trackedItemOverdueEmail	The system path containing the XML file used to format the item not received by expected time stamp email
trackedItemLateEmail	The system path containing the XML file used to format the item not sent by expected time stamp email

By default, the email formatting XML files, TrackedItemOverdueEmail.xml and TrackedItemLateEmail.xml, are found in the install_directory\shared\v303\pfs\ITS\xml directory. There is also an document type definition file, EmailDocument.dtd, that is used to verify that the format of the XML files are correct before they are used to create the email.

The format of the tracked item email, which is sent when a trackable item becomes overdue or late, is specified in XML. The following sample XML shows an email for a late item:

<?xml version='1.0" encoding="UTF-8"?>
<!DOCTYPE EMAIL DOC SYSTEM "EmailDocument.dtd">
<EMAILDOC>
   <SUBJECT>Tracked Item Overdue: <VAR name="TRACKING_NAME"/></SUBJECT>
   <BODY>
      <SALUT>Attention...</SALUT>
      <P>A tracked item you are sending, <VAR name="TRACKING_NAME"/>, is now late.
         This item was supposed to come from '<VAR name="SOURCE"/>' and was being
         Sent to '<VAR name="TARGET"/>'.
         It was to be sent by <VAR name="EXPECTED_BY"/>.
      </P>
   </BODY>
</EMAILDOC>

Use this XML template to define any necessary alert email formats.

The first two lines identify the file as XML and reference the DTD file that enforces the specific XML content for these email messages. There is a single <EMAILDOC>...</EMAILDOC> XML block containing the specifics for the email document. A single <SUBJECT>...</SUBJECT> block contains the text for the email subject line. The <BODY>...</BODY> block contains the actual text of the email message. In the body, use <P>...</P> blocks to create one or more individual paragraphs. Within the text, the actual value of trackable attributes for the specific item may be inserted using the <VAR name="???"/> XML tag. Table 2 shows the attributes that can be inserted using the <VAR name="???"/> tag.

Table 2. Replacement Variables for Email XML Files
Value	Description
TRACKING_NAME	The name of the tracked item
TRACKING_TYPE	The tracked item type specification
SOURCE	The source of the tracked item
TARGET	The target of the tracked item
SEND_FLAG	Returns true if the tracked item was to be sent and false if it was to be received
REGISTERED	The time stamp when the tracked item was created
EXPECTED_BY	The time stamp when the tracked item is expected
COMPLETED	The time stamp when the tracked item was marked complete
ALERT_EMAIL	The email address to receive the late or overdue messages
ALERT_EMAIL_LIST	If true, the late or overdue email messages are posted to the standard Transaction Server email list
ALERT_SENT	The email alerts have been processed for this item
AFFECTS_EOD	This item completion is required for end of day to run on the business day
SITE_ID	The site ID to which tracked item is attached
DATE	The business date to which a tracked item is attached
NUM	The business category to which a tracked item is attached