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Customizing System Alerts Using Fusion

Distributor steps in Encompass for creating a custom system alert by copying an existing alert, its report and import routine and changing the criteria. Requires v25.01+ and Administrator or System Customizer role.

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Written by Bailey Naas-Thornton

Minimum Version Required: 25.01

Pre-Conditions

  • Required User Role: Must be logged into the system with Administrator or System Customizer privileges. The ability to copy and modify system components (Alerts, Reports, Import Routines) is restricted.
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  • Target Components: The existing Alert, its associated Report, and its Import Routine must be accessible within the application's configuration modules.
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  • System Knowledge: A basic understanding of the application's Alert Management, Report Designer, and Import Routine functionality is necessary.

Steps

Steps

The following sequence of steps outlines the recommended process for creating a custom alert and report based on an existing template:
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  1. Locate the Report: Navigate to the Alert on the Alerts table (e.g., the inventory alert), and identify the Report it references by selecting the related Import Routine and then the report.
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  2. Save the Report as New: Access the identified report through the Report Designer or by selecting Import Routine and then the Report from the alert's configuration screen. Run the report and then use the Save Report As option to create a new, unique copy. This new report will be the basis for your customization (e.g., modifying the query to check for values below a specific threshold instead of the original condition).
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  3. Copy the Import Routine: Return to the Alert's configuration and select the Import Routine associated with the original alert. Use the Copy Import Routine function to create a new routine that will link the new report to the new alert.
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  4. Copy the Import Routine Subtables: Within the newly copied Import Routine, navigate to the Subtables section and use the Copy Record function to duplicate the necessary table references, ensuring all required data fields are carried over.
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  5. Review Field Mapping: Access the new Import Routine via the Table Import Wizard. Review the field mappings to ensure the data columns from your new report are correctly mapped to the fields in the alert's data table. Adjust mappings if new fields were added to the report.
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  6. Copy the Alert: Return to the Alert Management module. Use the Copy Alert function on the source alert to create a new, unique alert.
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  7. Update the New Alert: Configure the new Alert to reference the new Report ID and the new Import Routine ID created in the previous steps. Modify the alert Message Body and Subject to include the specific details desired (e.g., listing the bins that meet the custom criteria).
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  8. Test the Custom Alert: Activate the new alert and run the appropriate system job or trigger to test its functionality and verify that the message content is correct.
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  9. Contact Support if the Issue Persists: If you are unable to locate the copy options, complete the steps, or if the new alert does not function as expected, contact technical support. Please gather and provide the following information for efficient troubleshooting:

    • Exact error messages or codes encountered.
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    • Screenshots or video recordings of the configuration screens and the unexpected behavior.
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    • Log files (specifically application/system logs from the time of the error).
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    • The exact steps taken that led to the issue (e.g., "Clicked 'Import Routine,' but the 'Copy' option was greyed out").
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    • The date and time the issue was first observed and any recurrence.
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    • Any changes made to the user role permissions or system settings immediately before the issue appeared.

Fields And Definitions

  • Alert ID: A unique identifier for a specific automated notification rule within the system.
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  • Import Routine: A defined set of steps or a script that dictates how data is extracted from a source (like a Report) and populated into a target table, which the Alert then uses.
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  • Report: A configuration object that defines a data query (usually SQL) to retrieve specific information from the system database. This data is the input for the Alert.
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  • Table Import Wizard: A configuration tool or interface used to visually map the data fields (columns) between the output of a Report and the input fields of the Import Routine's target table.
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  • Subtables: Secondary data structures or tables referenced by a primary Import Routine that are required to hold related data for the alert message.
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  • Bin Inventory: The recorded stock quantity for items within a specific storage location ("bin") in a warehouse or inventory management system.

Best Practices

  • Naming Convention: Always use a consistent and descriptive naming convention (e.g., appending _CUSTOM or a unique identifier to the original name) for all copied components (Alert, Report, Import Routine). This makes them easier to identify, manage, and exclude from future system updates.
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  • Testing Environment: Perform all customization and initial testing in a Non-Production (UAT or Sandbox) environment before deploying the changes to the live production system.
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  • Version Control: Document the original version of the system component that was copied and note any significant changes made to the custom versions for future reference.
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  • Granular Permissions: While the Administrator role is required for creation, review if a more granular Customizer role with only the necessary permissions could be used to reduce accidental modifications to core system components.

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