Setting up and creating email notifications

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.

 

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. 

 

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.

 

To create the email notification

1. Select the sub folder on which to base the email notification.
2. Navigate to the Email Definition window.
   Go to Cintra iQ: Workspace or Definitions> Email Notification> Email Definitions window
3. Select the New button. The Create Email Definition window appears.
4. Enter the Email Template Title. The Email Field tab is displayed by default.
5. Select the appropriate email field from the Available Field pane or perform a search. The available field is highlighted and appears in the Selected Fields pane.
6. Continue to add more fields.
7. Select the Filter & Uniqueness tab.
8. Select the desired filter.
9. Select a criterion from the Send this email for every ... that satisfies the filters drop-down list.
10. Send the email automatically if desired. For more information, see Scheduling Options.
11. Click the Email Body tab.
12. Enter the recipient(s) and the subject in the To:, Cc: and Subject fields. And attach a file if desired.
13. Enter the desired information by typing text and adding the appropriate fields.
14. Click the OK button. You are returned to the Email Definitions window. You are now ready to schedule the notification to be sent.

How do I set up email triggers? 

Email Triggers can be used to send an email notifying an employee, manager, someone in the HR department, etc., that an employee qualification is about to expire or has expired. A particular advantage of this method is that the system will only send an email once for each expired qualification.

If Filters are used to identify past qualifications expiry dates, this can cause problems because once a date is in the past, it is always in the past, so the Filter will keep identifying it. Using Email Triggers overcomes this problem quite neatly, because they keep track of which qualifications emails have already been sent for, and will not repeat them unless you want this to happen.

To use email triggers
Create an email notification.
Schedule the emails.

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