The Notification Templates function on the Object Definitions tab of the Admin Page is available for Portal Administrators to manage email notifications used within the iSite Task Order Request Workflow module.  Notification Templates allow for overriding generic email notifications with rich, descriptive notifications that are tailored to the user base and contract.  Administrators can add new Notification Templates, edit existing Notification Templates and delete Notification Templates.


Availability

Users with any of the following Permissions may manage Notification Templates:


Navigation

Global Navigation Bar > Admin > Object Definitions > Notification Templates


What is a Notification Template?

Notification Templates give the ability customize email notifications for Task Order Request Workflows, thus overriding the standard, generic email notifications.  These Notification Templates allow you to personalize and brand correspondence, and integrate additional useful information into the email body that might not be included in generic iSite email notifications.


Notification Template Maintenance Functions

The following functions are available when performing Notification Template Maintenance


 

Properties of a Notification Template

A Notification Template has the following properties:


  • Template Name
  • Description
  • Template Content


Smart Tags in Template Content

Smart Tags are replaceable regions you can embed in your Notification Template that will be replaced with iSite data, specific to the Notification.  This allows your Notifications to contain relevant information to the User, rather than just a generic email that indicates "you have something to do".  Smart Tags allow you to communicate what the Notification is about.


Smart Tags are simple to add.  A Smart Tag is formatted as a left brace "{", a keyword, and a right brace "}".  When the Notification is processed, Smart Tags that are embedded in the Notification will be automatically replaced with iSite data.


Available Smart Tags

Smart Tag

Description

{PortalName}

Info Type:  Portal


The descriptive name of the iSite Portal.

{WorkflowGuid}

Info Type:  Workflow


The GUID that is associated with the Task Order Request Workflow.  This is useful for URLs that are embedded in the Notification.

{WorkflowStepNumber}

Info Type:  Workflow


The Number of the Step in the Workflow that is the cause of the Notification.

{WorkflowStepName}

Info Type:  Workflow


The name of the Step in the Workflow that is the cause of the Notification.

{WorkflowSubtypeName}

Info Type:  Workflow


The Name of the Workflow SubType.

{WorkflowSubtypeDescription}

Info Type:  Workflow


The Description of the Workflow SubType.

{UserFirstName}

Info Type:  User


The First Name of the User receiving the email Notification.

{UserLastName}

Info Type:  User


The Last Name of the User receiving the email Notification.

{EndDate}

Info Type:  Task Order Request


The End Date for the subject Task in the Task Order Request.

{StartDate}

Info Type:  Task Order Request


The Start Date for the subject Task in the Task Order Request.

{Description}

Info Type:  Task Order Request


The Description for the subject Task in the Task Order Request.

{Title}

Info Type:  Task Order Request


The Title for the subject Task in the Task Order Request.

{TaskOrderNumber}

Info Type:  Task Order Request


The Task Number for the subject Task in the Task Order Request.

{TaskOrderRequestGuid}

Info Type:  Task Order Request


The GUID that is associated with the Task Order Request.  This is useful for URLs that are embedded in the Notification.

{TaskOrderRequestID}

Info Type:  Task Order Request


A unique Request ID for the subject Task in the Task Order Request.  This is used just for identification purposes only.

{HomeLink}

Info Type:  URL


The URL for the iSite Home Page.

{ActionRequired}

Info Type:  URL


The URL for the iSite Task Order Request Activity page for the current Activity for the subject Workflow.

{PropertiesLink}

Info Type:  URL


The URL for the iSite Task Order Request Properties page for the subject Workflow.


The Notification Templates List

The Notification Templates list displays the Templates that are configured and assigned to the iSite License.  The list will display the following information:


  • Template Name
  • Description
  • Template GUID
  • Last Updated


How to Use the Notification Templates List

  1. Click on the Template Name in the list whose information you would like to edit.


How to Add a New Notification Template

  1. Click the Add New Notification Template button in the toolbar.
  2. In the Properties section, fill in the specified properties for the new Notification Template:
    1. Name
    2. Description
  3. In the Template Content section, select the Microsoft Word 2010 (or higher) document that will be used for the Template File
  4. Click the Create Notification Template button to create the new record or click the Cancel button to abort the creation process.


How to Edit an Existing Notification Template

  1. In the Notification Templates List, select the record to be edited by clicking the Template Name.
  2. On the Properties tab, fill in the specified properties for the Notification Template.
    1. Name
    2. Description
    3. Object Type
    4. Custom Attributes
  1. In the Notification Template File section, you can optionally perform one of the following functions:
    1. Click the View/Download link to download the stored Form Template to your Browser for viewing.
    2. Click the Replace link to replace the stored Form Template with an updated or new version.
    3. Click the Delete link to delete the stored Form Template.
  2. Click the Update Notification Template button to update the record or click the Cancel button to abort the editing process.


Deleting Notification Templates

Deleting a Notification Template is a permanent change and cannot be reversed.  Proceed with caution.


How to Delete a Notification Template

  1. In the Notification Templates List, select the record to be deleted by clicking the Template Name.
  2. In the Notification Template Maintenance page, click the Delete this Notification Template... button in the toolbar.
  3. In the confirmation message pop-up, click the OK button to permanently delete the selected record or click the Cancel button to abort the deletion process.


The selected Notification Template will be permanently deleted from iSite.


How to Delete Multiple Notification Templates

  1. In the Notification Templates List, click the check box next to each record that you want to delete.
  2. Click the Delete Notification Templates... button in the toolbar.
  3. In the confirmation message pop-up, click the OK button to permanently delete the selected records or click the Cancel button to abort the deletion process.


The selected Notification Templates will be permanently deleted from iSite.


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