Mass e-mail notifications

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applies to version: 8.0.x; author: Pawel Jawien
WEBCON BPS has an extensive system of e-mail notifications that inform users about assigned tasks. The notifications can relate to tasks – standard e-mail, or may be related to actions, they can be prepared according to a template or defined for individual actions.

If the useris actively involved in many processes, the number of e-mail notifications often amounts to over several dozen per day, which may cause problems with the proper processing of the incoming mail.
In order to avoid this situation, it is possible to define mass notifications in the system.

Mass notifications allow you to group information about all active tasks in a single message. The system lets you select processes that will be included in the mass notifications.

The dispatch time of mass notifications is defined by the administrator in the configuration procedure. Mass notifications can be dispatched several times a day – the configuration will be described below.

Mass notification configuration

Configuration of mass notifications consists of two steps (two elements):
1. Global configuration (service activation)
2. Configuration of mass notifications at the level of a single process.

Global configuration

In WEBCON BPS DesignerStudio global configuration must be set in the System Configuration-Global parameters-Mass notifications option.

In global settings you must activate the service (field: “Active”). Without global activation of mass notifications you cannot carry out the configuration of mass notifications at the process level.

In the global configuration, you must set the time frame during which notifications and exceptions will be dispatched (exceptions include a list of people to whom mass notifications will not be sent).

Practice shows that it is best if notifications dispatch time is set for twice per day: at the start of the day, e.g. 9:00 a.m. and two hours before the end of the working day, e.g. 02:30 p.m.
mass-global-config

WEBCON PBS enables the activation of deployment mode for each type of dispatch. The deployment  mode means that all mass notifications will be sent to a specified email address – it is useful in testing during the production launch of the system. Test e-mails are sent only to implementers, not users.

Configuration of mass notifications in the process

After activating mass notifications in the global configuration, you can proceed to configure them for individual processes.

The configuration is available after you select a process in the “Mass notifications” tab

mass-process-config

First, check the box:

“Process included in active tasks summary”
You can then select the form fieldsof a given process that will be displayed in a collective task summary.
The definition of attributes is available in the field: “Tasks details included in notification mail.”
The “Add” key allows you to add a new attribute – you can select it from a drop-down list (after clicking on the added position).

After saving the settings of mass notifications for the process, users will receive only collective notifications according to the globally set schedule.
Below you can see a sample collective notification e-mail.

mass-mail

IMPORTANT NOTE
Configuring mass notifications for the process does not automatically turn off standard notifications defined in it. If mass notifications are to be the only notification type for the process, standard notifications must be turned off.

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