How do I schedule emails to be automatically generated and sent?

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> New/Open button> Filters & Uniqueness tab> Auto-send check box
Go to Cintra iQ: Workspace or Definitions> Email Notification> Email Definitions window> Schedule/Unschedule button

Once an email is created, you can schedule Cintra iQ to perform the following:

Automatically generate the email.
Automatically generate the email and send it.

Note:

To set up Email Notifications on the data server, contact Cintra Support for details.

The scheduling options

The following options allow you to generate and send emails.

Auto-Send Checkbox (Filter & Uniqueness Tab)	Schedule Button (Email Definitions Window)	Outcome
blank	Y	System only generates the email automatically. Emails are not sent.
	Y	System generates and automatically sends email(s).
blank	N	System does not generate or automatically send email. You must manually send the email(s) through the Email Run window> Send button.
	N	As no email is scheduled to be generated, there is nothing to send. Therefore, you must send or save the email(s) manually through the Email Run window. The system does not generate emails automatically, but will send any manually generated emails.

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