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Dynamic notifications (based on specific metadata)

dejan

Hi community and M-Files, 

We currently have quite a few e-mails sent through notifications bound to workflow steps. In the most cases, this works well for us but slowly we have cases where this is not enough anymore.

Here couple of requirements and scenarios:

  1. X days before review date (metadata on document), specific users should start getting an e-mail
  2. If document is in particular workflow state for more than X months, we should notify an author
  3. When we have multiple transitions into the same workflow state, we should send different e-mail notification (we have tried to mitigate it through more general messages)

How would you approach this? I've tried advanced notifications (see this post) but it does not seem to be suitable for scenario 3). Would advanced notifications cover scenarios 1) and 2)?

Thanks.

Dejan

  • 0

    Hi ,

    you can cover all 3 cases (object creation also) with our Extension Kit VAF application. 

    You could use the Extended email notifications module to configure rules for all your cases.
    We support event based triggers for: Object created, object entered state, object left state, etc. And for cases 1 and 2 you can set rule as Scheduled on every day with additional conditions (for example: Review date.DaysTo() < 5) and if additional conditions are met the notification will be sent, otherwise not.

    https://unitfly.com/customer-portal/notifications/


  • 0 in reply to Radu Moca

    Hi Radu, 

    This is the problem I am facing:

    When it is sent, it looks like this:

    This happens only with some properties.

    When I start adding property, it looks good on beginning, I can also see that it matches to correct alias in References:

    When I save, it is represented with %% (others properties are fine). Really strange. 

  • +1 in reply to dejan

    The reason is that you have spaces in your alias.

    You have 2 options:

    1) Either update the alias to have no space (you might need to logout from vault to update the references in the dashboard)

    2) In the placeholder editor go to references, and change the metadata from using alias, to using the ID:

  • 0 in reply to Radu Moca

    Thanks Radu! This is exactly the problem. Somehow we have chosen aliases with spaces, now it bites us back. Will need to be careful with ID (hope is the same on all environments).

    This would work for initial creation:

    We would have version 1 only once and then it would increase actually.

  • 0 in reply to dejan

    Glad you got it to work as intended Slight smile

    Cheers!

  • 0 in reply to Tadej Šetinc

    Hi ,

    Thanks for link and documentation. It looks interesting and I will have a closer look.

    Monitoring of document changes (specific property) could be very useful. Not quite sure how to solve with compliance kit. The other 2 cases I believe, it would work with compliance kit (need to analyze).

    Wondering if extension kit would support event based notification which should come in monthly period (not daily). Also not sure I could do it with compliance kit. Spamming people with e-mails would also cause other problems. 

    Nevertheless, extension kit looks very promising and useful with lot of options. Is there demo version I could examine in more details?

    Best,

    Dejan

  • 0 in reply to dejan

    Hi ,

    Yes, you can schedule monthly too. You can even choose which week of the month or day in the week, etc. the notification will be sent :)


    You can request a 14-day free trial version here -> https://unitfly.com/free-trial/ to test this cases and all the other modules.

    If you have any further questions just send me a message or contact us on our website.

    Best,
    Tadej

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