Set Up Notification Rules

Notifications can be used to notify users if they need to know about the status or assignment of a transaction. If employees use My Inbox, notifications can be used as an additional way of letting them know that something has been assigned to them.

Examples of situations where you may want to set up a rule using a particular condition:

• Is assigned to - A manager might want to be notified whenever transactions are assigned to his or her staff. This assists the manager in keeping track of the work that their staff members are doing and what work needs to be done if one of their staff members is out sick or on vacation.

• Tracking Status is changed to - The sales staff needs to be notified when sales orders are invoiced.

  Note: Sales invoices would be given a particular status when they are applied to a sales order. This would trigger the notification to be sent.

• Assignee and/or Tracking Status changes - The owner of the company wants to keep track of all transactions involving money coming in and money going out of the company so you set up a rule to notify the owner when the status or the assignee changes for Receipts, Payments, and Write Checks.

Notifications can only be sent to other Sage 50 users and viewed in Sage 50. However, you can email a notification from the My Notifications list if you want to.

You should use notifications in the way that best works for your company. You may not need to use notifications at all. It's up to you.

Go to Maintain>Workflow>Notification Rules.

This screen can also be accessed from the Notification Rules list. To get to this list, go to Lists>Workflow Notifications>Notification Rules.

To create a new rule from the list, click the New button or the Add new notification rule link.

To view or edit an existing rule, select the rule in the list and click Open.

1. Go to Maintain>Workflow>Notification Rules.
2. Select the type of transaction the rule applies to in the Transaction type field. Tell me more.

   The types of transactions that have the Track It panel will be listed in the drop-list. Learn more about the Track It panel.

3. Select the condition that will trigger the notification. The condition selections are Is assigned to, Tracking Status is changed to, and Assignee and or Tracking Status changes. Tell me more.

   • Is assigned to - Sends a notification if transactions of the type you selected (for example, Quotes) are assigned to the particular users and/or roles which you select in the Assignee list.
   • Tracking Status is changed to - Sends a notification if transactions of the type you selected (for example, Quotes) are assigned the tracking status or statuses which you select in the Status list.
   • Assignee and/or Tracking Status changes - Sends a notification if the assignee and/or tracking status for transactions of the type you selected (for example, Quotes) is changed.
4. If you selected Is assigned to, select the users or roles in the Assignee field. Tell me more.

   You can select any users or roles that have at least edit access to the transaction type you have chosen (for example, Quotes). For a role to appear in the list, at least one user in your company must be set up to use that role. You can select more than one user or role if you want to. Learn more about users and roles.

5. If you selected Tracking Status is changed to, select the status or statuses in the Status list. Tell me more.

   The statuses that were set up for the type of transaction selected will appear in this drop-list. You can select more than one status if you want to. Learn more about setting up Tracking Statuses.

6. Enter a Rule description to identify this rule. This will help you find the rule in the Notification Rules list. For example, "Assignee Changed On Quote" might describe a rule set up to notify someone when the assignee is changed on a quote.
7. Select the users you want to send notifications to in the User(s) to notify list. These notifications will appear within Sage 50 in the Notifications list. Tell me more.

   All users that are set up for your company will appear in this list. You can select more than one user if you want to. Learn about setting up users in Sage 50.

8. If you want the notification to contain additional information besides the standard message text, you can enter that information in the Additional message area.
9. Click Save or Save & New.

If you want to create a rule that is very similar to an existing rule, you can copy the existing rule and then make changes to it.

1. Go to Lists>Workflow Notifications>Notification Rules.
2. On the Notification Rules list, select the rule you want to copy in the list.
3. Click the Copy link located on the same row as that rule.
4. Make any changes to the rule set up or notification options.
5. Be sure to enter a new Rule Description.
6. Click Save.

1. Go to Lists>Workflow Notifications>Notification Rules.
2. On the Notification Rules list, select the rule you want to delete.
3. Click the Delete link located on the same row as that rule.
4. Click Yes on the message confirming that you want to delete the rule.

1. Go to Lists>Workflow Notifications>Notification Rules.
2. On the Notification Rules list, select the rule you want to make inactive.
3. Click Open.
4. Select the Inactive checkbox on the Set Up Notification Rules screen.
5. Click Save.

If a rule is inactive, no notifications are sent when the rule conditions are met. This is useful if you want to temporarily stop sending certain notifications. Notifications will be sent if you make the rule active again. You may want to make a rule inactive instead of deleting it if you think you will use the rule again in the future.

Anyone who has Full Access to Workflow Notification Rules can add, edit, or delete notification rules.

When setting up security, this option is set under Company>Maintenance>Workflow Notification Rules. Learn more about setting up security.