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Business Rules - Send E-Mail

This article provides detailed explanation about the E-Mail Notifications in PPO

PPO includes an e-mail events model which allows the application to generate automatic e-mails based on system events. System events include the adding, editing and deleting of entity records such as Issues, Risks, Tasks, and so on. E-mail events can be set up for any entity in PPO and can be customised to go out only for a specified set of conditions, allowing for flexibility and control.

Please note: To enforce PPO's security model, e-mail notifications are only sent to people who have an active user account on PPO and all e-mail notifications adhere to PPO's user group access settings, ensuring that no unauthorised information can be accessed via e-mail.

Customers who understand these risks but still want to send e-mail notifications to non-users may elect to do so by clicking on Administration >> System Configuration and enabling the sending of e-mails to non-users (this is found under Technical Settings).  Note that only the user designated as the Key Client Contact will see, and be able to change this setting.

For more details on the implications of allowing e-mails to be sent to non-users, read the following FAQ.

Accessing the e-mail notifications

To view a list of e-mail notifications that have been setup on your instance, access Administration >> Business Rules and select “Send E-Mail” from the Type drop-down list, as shown below:

Send_E-Mail.jpg

To view the information captured for the e-mail notification, simply click on it.

Adding an e-mail notification

To add an e-mail notification, click on the Add Business Rule icon and complete the following information:

Add_Business_Rule.jpg

Business Rule information:

  1. Description:Provide an applicable description for the e-mail notification. Try and stick to a certain naming convention that works for you, for example add the “Entity Type” first and then the event trigger, so it’s easy for your to identify the e-mail notification that has been setup, for example Issue – On Edit, which is the email notification that has been setup for when issues on PPO are updated.
  2. The entity this rule relates to:Select the applicable entity from the drop-down list.
  3. The events that should trigger the rule:Select whether the rule should be triggered on add, update, add and update, or on delete.
  4. Is the rule active?:The Active checkbox is by default selected when a new business rule is added.
  5. Action:Specify the "Send E-Mail" action.
  6. Sort Order: This is not applicable when setting up e-mail notifications. This will be discussed in more detail later, when explaining the validation rules.

Action Information:

  1. E-mail Subject:Enter the desired e-mail subject that the users will see when receiving the email notification in their inbox.
  2. E-mail Body:Enter the text that should appear in the body of the e-mail that the users will see in their inbox.

Please note: The e-mail subject and e-mail body can be customised, using intelligent e-mail tags, to also include information like the Project name, Task / Issue / Risk title, Priority, etc. For more details on how to set this up, access the following FAQ

  1. Data Fields:Click on the data fields line to see a drop down list of the fields available for the e-mail notification. Select the fields that should be included on the e-mail notification, and then click on the Apply Changes icon.

Data_Fields.jpg

  1. Recipient Fields:Click on the recipient fields to see a drop down list of the recipients available to send the e-mail notification to. Select the recipients who should be included, then click on the Apply Changes icon. You will notice that all the Employee List type fields on the specific entity, as well as on the project entity, are shown as available recipient fields.

Conditions:

This section allows you to specify which conditions will cause the e-mail to be sent. As with calling web services, PPO allows for a wide range of conditions to be specified using four types of conditions, in conjunction with four exceptions (discussed next).

Conditions.jpg

 These conditions are as follows:

  • Custom Conditions: This condition is used to fire an e-mail notification when a specific custom condition has happened.
  • Field values changed: This condition is used to fire an e-mail notification when a specific field value has changed. This is used to set up triggers that will only be fired if the value in a specific field(s) is changed.

To use this condition select the Field values changed condition. Then select the applicable field(s) from the drop-down list in the Values column and click on the Apply Changes icon.

Field_Values_Changed.png

This business rule will then only be fired when these fields are updated, taking into account any exceptions specified (see the next section in this article).

  • New Values.This condition is used to set up an e-mail notification depending on how the field has been changed. The range of new values is specified by making use of a filter. To use this condition select the New values condition, then set up an applicable filter.

New_Values.png
For example, to set up an email notification to be sent when an action status is changed to closed, the filter needs to be setup as per the screenshot below:

Action_status_is_closed.jpg

This e-mail notification will then be sent when the action status is set to “Closed”.

  • Old Values.This condition is used to prevent an update where the current / old values in a field are important. The range of old values is specified by making use of a filter. To use this condition select the Old values condition, then set up an applicable filter.

Old_Values.png

For example, to set up a business rule to send an e-mail whenever an update is made to an active project, the filter needs to be setup as per the screenshot below:

Project_Status_is_Active.png

The e-mail will thus be sent every time an update is made to a project with an active status, regardless of whether the status changes during the update.

Exceptions:

This part of the business rule allows you to award an exception to the rule to certain user groups, certain new values and certain old values. PPO allows for a wide range of business rules to be specified using the four conditions (explained above) in conjunction with these four exceptions: Custom Conditions, User Group, New values and Old values.

These exceptions are used as follows:

Custom_Conditions_Exceptions.jpg

  • Custom Conditions: This exception is used to exclude certain updates from sending e-mail notifications, based on a range of custom conditions that have been setup. The range is specified by entering values for the specific conditions. If you need assistance with setting up custom conditions, please log a support call and the support team will gladly help you.

New_Values_Exception.png

  • New Values: This exception is used to exclude certain updates from sending e-mail notifications, based on a range of new values specified during the update. This range is specified by a filter. To use this exception rule, select the New Values exception, then specify an applicable filter.

Old_Values_Exception.png

  • Old Values:This exception is used to exclude certain updates from sending an e-mail notification, based on a range of existing values. This range is specified by a filter. To use this exception rule, select the Old Values exception, then specify an applicable filter.

User_Group_Exceptions.jpg

  • User Group: This exception is used to allow a whole user group to be able to circumvent the sending of an e-mail notification. For example, to disable e-mail notifications if the PPO Administratorsuser group edits an Issue, the exception will be set up by selecting the User Group exception and selecting the PPO Administrators from the Values drop down list:

User_Group_Exceptions1.png

This exception will allow any user in the PPO Administrators user group to be excluded from the rule specified in the conditions section.

Summary:

The summary section at the bottom of the page displays in summary, what the e-mail notification is that has been setup and whether there are certain conditions and exceptions that are applicable.

Editing an e-mail notification

To edit any existing e-mail notification, click on Administration >> Business Rules, filter on “Send E-Mail” in the type drop-down list and select the applicable email notification.

Deleting an e-mail notification

To delete any existing e-mail notification, click on Administration >> Business Rules, filter on “Send E-Mail” in the type drop-down list and select the applicable e-mail notification you would like to delete.

You have two options available when it comes to deleting the e-mail notifications.

Firstly you can click on the

Delete_Business_Rule_Icon.jpg

This will delete the business rule entirely from PPO and should you require the use of the e-mail notification in future, you will need to set it up again.

Secondly you could also uncheck the “Is the rule active” Checkbox, which means the e-mail notification will be “inactive” on the instance, and should you require the e-mail notification to be used again, you can enable it again by making it active.

Making_a_business_rule_inactive.jpg

For more information on the validation rules, access the following knowledge base article and for more information on the web services, read the following knowledge base article.

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