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Create an Alert

Distributor steps for creating an email, text or eChat alert from any table in Encompass: choose table update or time notification, set triggers, filters and recipients. Requires v22.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Steps

How to create an Alert
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  1. Navigate to any table view
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  2. Click Add Alert button. This button is the bell icon in the top right corner.
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  3. On the Alert Edit page, select the Alert Type
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    • Table Update sends a message when a new record has been created or an existing record has been updated
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    • Time Notification sends a message when a specific time is approaching/passed based on a specific time field
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  4. Enter an Alert Name
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  5. The Alert Message Body will show as the message of your Alert.
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  6. Set the Table field if needed but it will fill based on the table of origin
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  7. Action defines the trigger:
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    ​-Add sends a message when new records are created on the selected table
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    ​-Edit sends a message when updates to existing records are made on the selected table
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  8. Optional: Apply filters to further refine alert logic. Click the + icon to add a filter
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  9. Select ‘What To Send’ using the fields provided, by selected table. The field selected will generate a hyperlink to the corresponding record in the message body.
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  10. Select ‘Who To Send To’ by Role or User
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    • When sending to an entire Role you can choose to allow them to subscribe on their own, or auto-subscribe all users in the role
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  11. The Delivery Method field will use the phone number or email address from the user record. If the user does not have eChat permissions, they will not be able to receive eChat alerts
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  12. Click Save and Preview

Alert Frequency Step Down Logic

The alert frequency will be changed based on the criteria below:

  • If no alert has been sent for more than 1 week, then the alert frequency will be changed to 1 hour.

  • If no alert has been sent for more than 1 month, then the alert frequency will be changed to daily

These changes are being implemented in order to reduce processing times which improves report performance.

Fields And Definitions

  • Alerts - The table that holds Alerts records
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  • Alert Type - Activity that triggers the notification
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  • Messages - The table that holds messages sent by an alert

Best Practices

  • All alerts that are created on Alert Edit dashboard will contain an Unsubscribe button
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  • Each time an email or text message is sent, a record is created in the Messages table
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  • Use the Alert Library to view Encompass’ collection of alerts
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  • Alerts can be customized further by clicking the Edit Fusion Report (Advanced) button after creating the alert.

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