Email Notification

Overview

The Email Notification module allows you to create and manage email notification templates that can be automatically sent based on service and form configurations. This guide will walk you through all the features and workflows available in this module.

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Email Notifications List

Accessing the List

The Email Notifications list displays all available email notification templates in your system. You can access this list from the main navigation menu.

List Features

Search Functionality

The search bar at the top of the list allows you to search across multiple fields:

• Notification Name: Search by the name of the notification
• Subject: Search by email subject line
• For whom: Search by recipient type
• Description: Search within notification descriptions

How to use:

1. Type your search term in the search field
2. Press Enter or click outside the field
3. The list will automatically filter to show matching results
4. To clear the search, delete all text from the search field

Table Columns

The list displays the following information:

• Subject: The email subject line (truncated if longer than 30 characters)
• Name: The notification template name
• For whom: The recipient category for this notification
• Description: A brief description of the notification (truncated if longer than 50 characters)
• Status: Shows whether the notification is Enabled (green) or Disabled (red)

Actions Available

1. New Button: Located in the top right corner, allows you to create a new email notification
2. Documentation Button: Located next to the "List of notification to send" title, provides access to additional documentation
3. Edit Action: Each row has an edit icon (pencil) in the Options column that allows you to modify the notification

Pagination

The list supports pagination to navigate through multiple pages of notifications. Use the pagination controls at the bottom of the table to move between pages.

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Creating a New Email Notification

Step 1: Access the Creation Form

1. From the Email Notifications list, click the New button in the top right corner
2. You will be redirected to the creation form

Step 2: Fill Required Fields

The following fields are required and must be filled before you can save:

Notification Name

• Enter a descriptive name for your notification
• This name will appear in the notifications list
• Example: "Driver License Expiration Reminder"

Code

• Enter a unique code for the notification
• Rules:
  • Only uppercase letters (A-Z) and underscores (_) are allowed
  • Example: DRIVER_LICENSE_EXPIRATION
• Note: This code must be unique across all notifications
• The field automatically converts lowercase letters to uppercase

Subject

• Enter the email subject line
• This is what recipients will see in their email inbox
• Example: "Your Driver License is About to Expire"

Template Body Email

• Enter the content of the email body in text format.
  Example: Hello:
  Your driver's license will expire soon. Please renew it.

Step 3: Fill Optional Fields

Description

• Provide additional information about the notification
• This helps identify the notification's purpose
• Optional field

For whom email

• Enter email addresses that will receive this notification
• You can add multiple email addresses
• Click Enter or comma after each email address
• Valid email format is required

For whom email CC

• Enter email addresses for carbon copy recipients
• Multiple emails can be added
• Optional field

For whom email BCC

• Enter email addresses for blind carbon copy recipients
• Multiple emails can be added
• Optional field

For whom

• Select the recipient category from the dropdown
• Options may include: None, Employee, Manager, etc.
• Default value is "None"
• Optional field

Form Status

• Select the form status that triggers this notification
• Available options:
  • Complete: Notification sent when form status is Complete
  • Incomplete: Notification sent when form status is Incomplete
• Default: Incomplete (automatically selected for new notifications)
• Important: This setting affects when Result Test options become available (see Result Test Selection section)

Enabled

• Checkbox to enable or disable the notification
• Default: Enabled (checked)
• When disabled, the notification will not be sent even if conditions are met

Step 4: Save the Notification

1. Review all entered information
2. Ensure all required fields are filled
3. Click the CREATE button
4. A success message will appear confirming the notification was created
5. After creation, the form will switch to edit mode and the Service/Form Type section will become available

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Editing an Existing Email Notification

Step 1: Access the Edit Form

1. From the Email Notifications list, click the edit icon (pencil) in the Options column for the notification you want to modify
2. You will be redirected to the edit form with all current values pre-filled

Step 2: Modify Fields

• You can modify any field except the Code field (which is disabled in edit mode)
• All validation rules still apply
• Required fields must still be filled

Step 3: Save Changes

1. Make your desired changes
2. Click the EDIT button to save
3. A success message will confirm your changes were saved

Important Notes for Editing

• Code field: Cannot be changed after creation (field is disabled)
• Service/Form Type: Can be configured after the notification is saved (see Configuring Service/Form Type section)
• Form Status changes: If you change Form Status from Complete to Incomplete, all previously selected Result Tests will be automatically deleted

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Configuring Service/Form Type

When Can You Configure Service/Form Type?

The Service/Form Type configuration is only available after you have saved the notification (either created or edited). This section appears below the main notification form.

Step 1: Select Service/Form Type

You must first select one of three types:

1. Service: Select specific services that will trigger this notification
2. Form: Select specific forms that will trigger this notification
3. Service and Form: Select both services and their associated forms

Click on the desired type button. The button will highlight to show it's selected.

Step 2: Configure Based on Selected Type

If You Selected "Service"

1. The system will display all available modules
2. Click on a module name to expand it and see available services
3. Click on service buttons to select/deselect them
4. Selected services will be highlighted
5. You can select services from multiple modules

If You Selected "Form"

1. The system will display all available modules
2. Click on a module name to expand it and see available forms
3. Click on form buttons to select/deselect them
4. Selected forms will be highlighted
5. Result Test cards will appear below selected forms if:
   • Form Status is set to "Complete"
   • The form has associated Result Tests
   • (See Result Test Selection section for details)

If You Selected "Service and Form"

1. The system will display all available modules
2. Click on a module name to expand it
3. You'll see services listed first
4. Click on service buttons to select/deselect services
5. For each selected service, expand it to see associated forms
6. Click on form buttons to select/deselect forms for each service
7. Use the All/None button to quickly select or deselect all forms for a specific service
8. Result Test cards will appear below selected forms if:
   • Form Status is set to "Complete"
   • The form has associated Result Tests
   • (See Result Test Selection section for details)

Step 3: Save Service/Form Configuration

1. After making your selections, scroll to the bottom of the Service/Form Type card
2. Click the SAVE button (for new configurations) or EDIT button (for existing configurations)
3. A success message will confirm your configuration was saved
4. The system will reload to show your saved selections

Important Notes

• You must select a Service/Form Type before you can save the configuration
• If you try to save without selecting a type, you'll see an error message
• You can change the Service/Form Type at any time, but you'll need to reconfigure your selections
• Your previous selections are saved when you switch between types

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Result Test Selection

When Do Result Test Cards Appear?

Result Test cards appear automatically when all of the following conditions are met:

1. Form Status is set to "Complete" (not "Incomplete")
2. Service/Form Type is set to either "Form" or "Service and Form" (not "Service")
3. A form is selected in the Service/Form Type configuration
4. The selected form has associated Result Tests in the system

If any of these conditions are not met, the Result Test card will not appear.

How to Use Result Test Cards

1. When a form is selected and conditions are met, a Result Test card appears below the form button
2. The card displays all available Result Tests for that specific form
3. Click on Result Test buttons to select/deselect them
4. Selected Result Tests will be highlighted (active state)
5. You can select multiple Result Tests for each form
6. Each form has its own independent set of Result Test selections

Saving Result Test Selections

• Result Test selections are automatically included when you save the Service/Form Type configuration
• Click the SAVE or EDIT button in the Service/Form Type section
• Your Result Test selections will be saved along with your Service/Form selections
• When you edit the notification later, your Result Test selections will be restored

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Field Descriptions

Required Fields

Field	Description	Format/Notes
Notification Name	A descriptive name for the notification	Text, any characters
Code	Unique identifier for the notification	Uppercase letters and underscores only (e.g., DRIVER_LICENSE)
Subject	Email subject line	Text, appears in recipient's inbox
Template Body Email	Email body content	HTML format required (e.g., <p>Content</p>)

Optional Fields

Field	Description	Format/Notes
Description	Additional information about the notification	Text, optional
For whom email	Primary recipient email addresses	Multiple emails, comma or Enter separated
For whom email CC	Carbon copy recipient email addresses	Multiple emails, comma or Enter separated
For whom email BCC	Blind carbon copy recipient email addresses	Multiple emails, comma or Enter separated
For whom	Recipient category	Dropdown selection, default: "None"
Form Status	Status that triggers the notification	Options: Complete, Incomplete (default: Incomplete)
Enabled	Enable/disable the notification	Checkbox, default: Enabled (checked)

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Validations and Rules

Field Validations

1. Notification Name: Required, cannot be empty
2. Code:
   • Required, cannot be empty
   • Only uppercase letters (A-Z) and underscores (_) allowed
   • Must be unique (cannot duplicate existing codes)
   • Automatically converts to uppercase
3. Subject: Required, cannot be empty
4. Template Body Email:
   • Required, cannot be empty
     
   • Plain text is sufficient

Email Address Validations

• All email fields (For whom email, CC, BCC) must contain valid email format
• Multiple emails can be entered, separated by comma or Enter key
• Invalid email formats will be rejected

Service/Form Type Validations

• Service/Form Type configuration can only be saved after the notification is created
• You must select a Service/Form Type (Service, Form, or Service and Form) before saving the configuration
• If you try to save without selecting a type, you'll receive an error message: "Please select a Service/Form Type before saving"

Error Messages

Common error messages you may encounter:

• "The code already exists. Please use a different code.": The Code you entered is already in use by another notification
• "Please save the notification template first before configuring services and forms.": You're trying to configure Service/Form Type before saving the notification
• "Please select a Service/Form Type before saving.": You're trying to save Service/Form configuration without selecting a type
• "An error occurred while saving...": General error, check your input and try again

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Common Workflows

Workflow 1: Create a Complete Notification with Service Selection

1. Click New from the Email Notifications list
2. Fill in all required fields (Name, Code, Subject, Template Body Email)
3. Set Form Status to "Complete" or "Incomplete" as needed
4. Fill optional fields as desired
5. Check Enabled if you want the notification active
6. Click CREATE
7. After creation, scroll to Service/Form Type section
8. Select Service type
9. Expand modules and select desired services
10. Click SAVE in the Service/Form Type section
11. Your notification is now fully configured

Workflow 2: Create a Notification with Form and Result Tests

1. Click New from the Email Notifications list
2. Fill in all required fields
3. Important: Set Form Status to "Complete" (required for Result Tests)
4. Fill optional fields
5. Click CREATE
6. In Service/Form Type section, select Form type
7. Expand modules and select desired forms
8. Result Test cards will appear below selected forms (if forms have Result Tests)
9. Select desired Result Tests by clicking on them
10. Click SAVE in the Service/Form Type section
11. Both form selections and Result Test selections are saved

Workflow 3: Edit and Modify Service/Form Configuration

1. From the list, click edit icon for the notification
2. Modify any fields as needed (except Code)
3. Click EDIT to save changes
4. Scroll to Service/Form Type section
5. Modify your service/form selections as needed
6. If Form Status is "Complete" and you have forms selected, modify Result Test selections
7. Click EDIT (or SAVE) in the Service/Form Type section
8. Changes are saved

Workflow 4: Disable a Notification

1. From the list, click edit icon for the notification
2. Uncheck the Enabled checkbox
3. Click EDIT
4. The notification status will change to "Disabled" in the list
5. The notification will not be sent even if conditions are met

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Tips and Best Practices

Naming Conventions

• Use descriptive names for notifications (e.g., "Driver License Expiration - 30 Days Before")
• Use clear, consistent codes (e.g., DRIVER_LICENSE_30_DAYS)
• Include dates or timeframes in names when relevant

Email Content

• Use plain text
• Keep subject lines concise and clear
• Consider including relevant information that recipients need

Service/Form Selection

• Select only the services/forms that truly need this notification
• Review your selections before saving
• Remember that Result Tests only appear for "Complete" status

Result Test Selection

• Only select Result Tests that are relevant to your notification purpose
• Remember that changing Form Status to "Incomplete" will delete all Result Test selections
• If you need Result Tests, always keep Form Status as "Complete"

Testing

• After creating a notification, verify it appears correctly in the list
• Check that all selected services/forms are saved correctly
• If using Result Tests, verify they appear and can be selected when conditions are met

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Troubleshooting

Result Test Cards Not Appearing

Possible causes:

1. Form Status is set to "Incomplete" → Change to "Complete"
2. Service/Form Type is set to "Service" → Change to "Form" or "Service and Form"
3. No form is selected → Select a form first
4. The selected form has no Result Tests associated → Result Tests may not exist for this form in the system

Cannot Save Service/Form Configuration

Possible causes:

1. Notification hasn't been saved yet → Save the notification first (CREATE button)
2. No Service/Form Type selected → Select Service, Form, or Service and Form first
3. No selections made → Select at least one service or form

Code Already Exists Error

• The Code you entered is already used by another notification
• Solution: Use a different, unique code
• Remember: Codes are case-sensitive and must be uppercase

Template Body Email Not Saving

• Include plain, unformatted text so it doesn't cause problems

Summary

The Email Notification module provides a comprehensive system for creating and managing email notifications. Key points to remember:

• Required fields must be filled before saving
• Service/Form Type configuration is only available after saving the notification
• Result Test cards appear when Form Status is "Complete" and appropriate forms are selected
• Form Status changes to "Incomplete" will delete all Result Test selections
• Code field cannot be changed after creation
• Always verify your configuration before finalizing

For additional support or questions, refer to the documentation button in the Email Notifications list or contact your system administrator.