Email Notification Options

Introduction

There are several types of internal email notifications that PIER will send Users automatically when different options are selected. These notifications are intended for Users to monitor activity, such as inquiries submitted, site visitors who joined the mailing list, surveys submitted, draft approvals etc.

Please note the distinction between global and granular notifications:

  • Global notifications affect your PIER Site in general terms. 
  • Granular notifications affect segments of your PIER Site. For example, each Inquiry Category can be set to have one or more notifyees.

In this Support File we address global notification options in the order in which they appear in the Email Notification Options screen.You will find a brief explanation of what they do and how to activate them.

Step-By-Step

  1. For your convenience, email notification options are found in two submenus. You may go to:
    • Settings >> Inquiries >> Email Notifications, or

      • This is a screenshot showing navigation to Email Notification Options.

    • Settings >> System >> Email Notifications

      • This is a screenshot also showing the navigation to Email Notification Options.

  2. Inquiry Notification List- This option allows you to select which users will receive an internal email notification any time any inquiry is submitted, regardless of category. It is recommended that at least one User monitors all incoming inquiries. Remember, notifications by category are managed in a separate setting.

    • Select a User fro the list on the left column. Note: To select multiple users, hold down the Ctrl key (or command key) while selecting the names.

      • This is a screenshot showing where to select users to be notified of all iqnuiries.

    • Click the right arrows (>>) to place that user on the "Recipients" column. To save your selection(s), scroll to the bottom of the screen and click ok.

      • This is a screenshot showing the selected=

  3. Send Inquiry Notification to the Message Center- You may use this in combination with the email notification to serve as an additional way of monitoring inquiry traffic when you are working in PIER and not necessarily checking your email. This will only affect your own message center.
    • Select Yes or No using the radio buttons. To save your selection, scroll to the bottom of the screen and click okay.

      • This is a screenshot showing the option to send inquiry notifications to the message center.

    • If you select Yes inquiries will begin to appear as a hyperlink at the top of your PIER Center.

      • This is a screenshot showing the Message Center display at the top of the screen.

  4. Inquiry Update Options- These options affect notifications every time each inquiry is updated.
    • Send updates to notifyees by default- This is linked to the "Forward/Assign" checkbox that appears in in each inquiry which reads "Include Notification List Users." Therefore, selecting yes will make that box be checked by default. When that box is checked, messages will be sent to notifyees every time the inquiry is updated.

      Click the appropriate radio buttons and checkboxes.

      This is a screenshot of the Inquiry Update Options.

      • This is a screenshot showing a detail of an inquiry with a box to check if you want to a message to notifyees.

    • Force sending updates to notifyees on- This allows you to customize which updates notifyees will receive for all inquiries.
    • Send updates to participants- This option allows you to customize which participants you want to include in messages every time the inquiries are updated.
    • To save your selection(s), scroll to the bottom of the screen and click okay.
  5. Join Mailing List Notification List- This option allows the selection one or more users to be notified any time someone joins the mailing list. It is useful for someone monitoring contacts.

    Select a name from the left column and click the right (>>) arrows. To save your selection(s), scroll to the bottom of the screen and click okay.

    6. This is a screenshot focusing on the Join Mailing List Notification List.

  6. Survey Notification List- This option allows the selection of one or more users to be notified every time survey responses are submitted. This applies to any and all surveys. Please note that notifyees may also be selected for individual surveys at the time of creating the survey or by editing a survey.

    Select a name from the left column and click the right (>>) arrows. To save your selection(s), scroll to the bottom of the screen and click ok.

    7. This is a screenshot focusing on the Survey Notification List.

  7. Approval Notification Options- Selecting Yes will place a checkbox on the screen used to send a draft internally to other PIER Users.

    This is a screenshot focusing on the Approval Notification Options.

    Here's how it works: When you save and close a draft you may email it internally to other PIER users for review or for final approval. To email the draft internally you would click on the envelope button next to the headline of the unpublished document. Then, a screen will appear to let you select recipients and enter a message. If you have selected Yes on the Approval Notification Options (above), there will be a checkbox on the send draft screen that reads "Notify Approvers." When you are emailing the draft internally and check the "Notify Approvers" box, the system will send an email to everyone in the Approval List. If you are not sure whos is on the Approval List, you may click the View link to view who is on the list.

    8. This is a screenshot of the internal email draft screen.

  8. Document Status Notification- Selecting Yes will allow an automatic notification when a document has been approved for publication. The automated notification will be sent to the users who drafted and contributed to the draft as well as too all users on the Approval List.

    9. This is a screenshot focusing on the Document Status Notification.

  9. When your selections are completed click OK.

Suggestions

Read about setting and editing granular notifications in:

  • Create a Category
  • Edit a Category
  • Contact Settings