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Preferences - Notifications

Notifications keep process contributors up to date on new and updated tasks and other important information. Use the Notifications preference to create notifications and define the notification details: the recipient, the notification content, and when the notification is sent. Define relevant notification details using schema fields set on the Request Schema page.

Add or Edit a Notification

To add a notification, follow the steps below:

  1. In the Notifications table, scroll to the bottom of the table and select the Create Row button, preference-table-create-row.png. The Create Row window displays.

  2. Configure by entering values for the relevant fields:

    Remember, you can select the insert field button, insert_field.png, to add dynamic values.

    1. Name (Required) - Enter a descriptive name for the notification.

    2. Description - Enter a description of the notification.

    3. Enabled - Select whether the notification is active or inactive. If set to Yes, Tonkean actively monitors for the conditions set in the Match Conditions field and sends the notification when conditions are met. If set to No, the notification is not sent even if its conditions are met.

    4. Run Also In Build? - Select whether the notification should also be sent in Build mode.

      Build and Production are the two logically separated environments in Tonkean. Build is where modules and solutions are customized and tested, while Production is where your live processes operate. Solutions are published from Build to Production.

    5. Match Conditions - Define the conditions that determine when the notification is sent.

      For more information about condition groups, see Conditions.

    6. Send From - Select who displays as the notification sender.

    7. Send On Field Change - Select a field that, when changed, sends the notification. For example, you might include the schema field {Request_Status} here, triggering the notification whenever the request status is updated. Note that the relevant match conditions must also be met.

    8. System - Select the system or channel in which to send the notification. Options include the Chat Variant (where Tonkean will send the notification using the connected chat tool like Slack or Teams), Email (using the user's business email), or even a Business Group (using that group's defined communication method).

      If set to Email - External, you must define that value in the Send To field. If set to Business Group, you must select the business group in the Send To - Business Group field.

    9. Send From - Define the sender. Select the insert field button to use a dynamic value for the notification sender.

    10. Send To (Required) - Define the recipient. Select the insert field button to use a dynamic value for the notification recipient. For example, this may be a schema field, Requester_Email.

    11. Send To - Business Group - Select the business group to send the notification to. Note that System must be set to Business Group.

    12. Send To - CC - Add CC recipients (for email notifications).

    13. Send To - BCC - Add BCC recipients (for email notifications).

    14. Subject (Required) - Enter the notification subject.

    15. Content - Enter the content of the notification.

    16. System - Select the communication method:

      • Email

      • Slack

      • Teams

      The selected communication method must be configured and enabled. For more information, see Slack or Microsoft Teams.

    17. Link - If desired, include a custom link in the notification that overrides the default link to the request.

      Overrides are common where you want to direct users to an alternate interface. For example, if your notification is a reminder to perform a review, you’d want to link to the review interface instead of the main request interface.

  3. When finished, select Create. Your notification is created.

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