How do I generate email notifications manually?

Modified on Tue, 10 Dec at 2:33 PM

Cintra iQ allows you to define email notifications to inform people when a certain data condition is met. A data condition is made up of a set of fields, criteria and potentially filters which determine what type of email notification is sent.

Idea

You can set up an email definition to notify a recipient when a new starter's record has come onto the system, or set up definition to notify when a qualification is about to expire. And when the data condition is met, you can send an email notification to the relevant recipients.

Important

The email notification system requires an SQL Server Agent to be configured and running on your data server. The Cintra Support team can provide advice and assistance with this if desired.

The Email Notification functionality uses Email Fields, Filters and Uniqueness Criteria to decide when emails should be generated. When creating an email notification definition, you can perform the following:

Select fields held within Cintra iQ to be used in the email body.
Apply filters which determine to whom to send the email.
Select the uniqueness criteria, which determines whether an email has already been sent.

Within the email body, you can select the recipients, which can be email addresses held within Cintra iQ or email addresses entered manually. You can then type the body of the email and include any fields used for variable data, much like a mail merge letter. Once the definition is created, you can specify whether it is to be run and sent automatically, run and saved (without sending), or is only to be run manually.

Go to Cintra iQ: Workspace or Definitions> Email Notification> Email Definitions window

Note:

If you are running an expired qualification email and the employees have been notified, then a message appears stating that there is nothing to do.

To generate an email manually:

Navigate to the Email Definitions window.
Go to Cintra iQ: Workspace or Definitions> Email Notification> Email Definitions window
Select the email definition.
Click the Run button. The New Run description pop up appears
Enter a unique name so that you can view the history of the email runs. For more information, see How Do I View Email History?
Click the Continue button. The emails are generated. Note: The system checks if any outstanding records matching the email definition can be found and then creates the emails.