Alerts are used to notify users of a new item or a modification to an item. There are two types of alerts available: Add Alert and Alert Me.
Quick Links
Use the links to quickly jump to the steps in the article below.
- To create an Add Alert, Click on Add Alert from the ribbon at the top of the screen.
▪ Click Add new profile
▪ On the General Tab, enter the following information:▪ Title: A title describing the Alert
▪ Site: The site for the Alert
▪ List: The list for Alert
▪ Operational: Check here to make this alert operational▪ On the Recipients tab, enter the following information:
▪ To: When the alert is sent, it will be sent to this person(s)
▪ CC: When the alert is sent, this person(s) will be CC'd
▪ BCC: When the alert is sent, this person(s) will be BCC'd
▪ From: When the alert is sent, it will come from this person(s)
▪ Reply to: This will show as the reply to person(s)
▪ Never send to: The alert will never be sent to this person(s)▪ For all of the above, when clicking in the field, the following will display, click the Add button by your selection
▪ Current user: This will add the Current User to the field
▪ Person or Group: Enter in users from the system
▪ Persons in column: A drop-down showing the user fields
▪ Contacts: A drop-down showing the Contacts for the project and the ability to specify a view
▪ Addresses: Manually type in email addresses▪ On the What to send tab, enter the following:
▪ Item is added: Check this to send the alert when an item in this module is added
▪ Item is modified: Check this to send the alert when an item in this module is modified
▪ Item is deleted: Check this to send the alert when an item in this module is deleted
▪ According to date in column: Check this to send the alert based on the date in the column selected in the drop-down (This is populated based on the date fields in the module)
▪ Summary of items according to conditions: MSelect this to send the alert based on the conditions entered▪ On the When to send tab, enter the following:
▪ Immediately: Check this to send the alert as soon as the conditions are met
▪ Daily: Check this to send a daily summary of the alerts for this module (It will prompt for time)
▪ Weekly: Check this to send a weekly summary of the alerts for this module (It will prompt for day and time)
▪ Monthly: Check this to send a monthly summary of the alerts for this module (It will prompt for day and time)
▪ Select the appropriate radio button for how to send the alerts.▪ On the Mail templates tab, enter the following:
▪ Item is added: Select the template to send when an item was added
▪ Item is modified: Select the template to send when an item was added
▪ Item is deleted: Select the template to send when an item was added
▪ According to date / summary: Select the template to send when the alert is generated as a summary or according to a date - To create an Alert Me, click on Alert Me from the ribbon at the top of the screen and select Set an alert on this list.
▪ Alert Title: A title describing the Alert
▪ Send Alerts To: Enter user names or e-mail addresses (Must be users of the system)
▪ Delivery Method: Choose to method for the alert delivery
▪ Change Type: Choose under what circumstance to send the alert
▪ Send Alerts for These Changes: Choose what changes will kick off an alert.
▪ When to Send Alerts: Choose when the alert should be sent.
▪ Click OK when done.