How to Create Conditional Notifications for Registers and Forms in Assurance

Assurance has the capability to send conditional notifications for registers and forms, so you do not have to manually notify people in your organisation when there is something they need to know.

This guide provides step by step instructions on how to:

• Access Conditional Notifications for a Register Template
• Add Users as Notified Persons for a Notification
• Create a New Conditional Notification
• Set up the Conditions Tab
• Customise the Body of an Email Notification
• Preview a Notification Email
• Enable Publicly Downloadable Attachments
• Customise the Body of a Microsoft Teams or Slack Notification
• Deactivate or Delete a Conditional Notification

This guide will provide you with information on

• The Different Types of Conditions i.e. All Conditions and Any Conditions

To Access the Conditional Notifications for a Register Template

1. Click the Gear icon in the top menu

2. Click the Registers and Forms Templates button

3. Locate the Register Template you wish to set up a conditional notification for. You can use the Search functionality  to locate the register template quicker.

4. Once you have located the Register Template click on its Name

5. Click the Notifications tab

6. From this screen you can create a new notification by selecting the +New Notification button or you can choose an existing notification by selecting the Title of the notification to amend an existing conditional notification or Notified Persons.

You can also directly edit notified persons by selecting '# People' under the Notified Persons column on the right.

To Add Users as Notified Persons for a Notification

1. Click the Gear icon in the top menu

2. Click the Registers and Forms Templates button

3. Locate the Register Template you wish to set up a conditional notification for. You can use the Search functionality  to locate the register template quicker.

4. Once you have located the Register Template click on its Name

5. Click the Notifications tab

6. Select # People

7. Click the +User to be Notified button

8. Begin entering the name of the User you would like to nominate as a notified person for this notification. Their name should appear in the dropdown menu.

9. Select their name as it appears in the dropdown menu

10. Repeat steps 8-9 for as many users as you would like to add as notified persons for this notification.

11. Click the Add Users button

To Create a New Conditional Notification

1. Click the Gear icon in the top menu

2. Click the Registers and Forms Templates button

3. Locate the Register Template you wish to set up a conditional notification for. You can use the Search functionality  to locate the register template quicker.

4. Once you have located the Register Template click on its Name

5. Click the Notifications tab

6. Click the + New Notification button

7. Enter the Title of your new notification in the space provided.

8. Click Create this will create a new conditional notification.

This will take you to the Conditions screen, continue through the next section of this guide to learn how to up conditions.

To Set Up Conditions

By default, conditional notifications are sent via an email notification.

If you have the relevant administration setting switched on, you can select from other Notification Type including Email, SMS, or Message.

If you select Message, you can create a notification with a customised message in the body of the notification which will send directly to your Microsoft Teams or Slack channel. Selecting the Email button sends a standard notification to email address.

Under the Conditions tab, you can set the send conditions. The options for Send Notification as are as follows:

• Immediate Email (each time the condition is met)
• Batch Email (this email will deliver overnight and if there are multiple notifications, they will all come through in the one email)

For immediate emails, there is also a checkbox option to Attach PDF. This will be a copy of the submission. The Form does not require an active public link for the notification to send.

The options for Send Conditions are as follows:

• On Creation - triggered when a Form is created with the specified conditions.
• On Update - triggered once only when a Form is first updated with the specified conditions. Note: The update must happen by going to the Edit button, make the change then select the 'Update' button for this notification to send.
• On Close - triggered when a Form is closed with the specified conditions.
• On Stage move to - triggered when the stage of a Form is changed. You will be required to select what stage this notification applies to.

Next, you will need to select what conditions need to be met in the Form for this notification to trigger.

The Different Types of Conditions i.e. All Conditions and Any Conditions

Conditions are split into two parts:

• Meets ALL of the following Conditions: The notification will need to meet ALL these Conditions to be triggered.
• Meets ANY of the following Conditions: The notification will need to meet at least one of the ANY Conditions to be triggered.

Taken together, the notification will be triggered when the All conditions AND at least one of the ANY conditions are met.

See here for a 'How To' article on understanding Conditions.

To Customise the Body of an Email Notification

If you have selected Email, you can customise the body of the message, to do so:

1. Scroll down to the bottom of the Conditions screen 

2. Enter the subject of the email in the space beneath Email Subject* (this will be prepopulated by the name of the notification, however you may wish to change this)

3. (Optional) Check the box next to Introduction

4. (Optional) Enter the introduction of your email in the blank space provided

5. (Optional) Check the box next to Selected Fields 

6. (Optional) Click your cursor in the space beneath Selected Fields this will reveal a dropdown menu with fields for you to select from.

7. (Optional) Check the box next to Conditions

8. Click

Preview a Notification Email

If you have selected Email you can preview the email you have drafted. To do so:

1. Scroll down to the bottom of the Conditions screen 

2. Click the Preview Email button in the top right.

This should reveal a screen with a preview of the email

Please Note: If you select table fields in the selected fields, then the email will only contain values from the first row.

To Enable Publicly Downloadable Attachments

Administrators can tick the Publicly Downloadable Attachments checkbox, which will allow anyone who is in possession of the selected PDF (i.e. if they have been forwarded a copy of the PDF) to download attachment links within the PDF file for 10 days from when the email was sent. If the Publicly Downloadable Attachments checkbox is not selected, then only a user with access rights will be able to download the attachments.

To Customise the Body of a Microsoft Teams or Slack Notification

If you have selected Message under Notification Type earlier, you can customise the message in the Message field.

You can select the drop-down for Message Integration and it can have 'Teams' or 'Slack' selected, depending on your set up.

You will need to complete the following fields:

• Message: The content of the message that will be sent.
• Message Integration: The integration channel that the message will be sent to. This could be either a Slack or MS Teams integration that will have previously been set up.

Select the Update button to update the message.

 

To Deactivate or Delete a Conditional Notification

To make a notification Inactive, select the desired conditional notification from the main Notifications list screen and then select the orange Deactivate button. The conditional notification will no longer be triggered when the conditions are met. A deactivated conditional notification may be reactivated in the future if required. Alternatively, selecting the red Delete Permanently button remove the conditional notification from the register template.