• SMTP e-mail is set up

You can need to set up the users who will be sending and receiving notifications from the Approval User Setup window. You also need to define when users receive notifications.

1. In the Search box, enter Approval User Setup, and then choose the related link.

2. Add the users who will be changing records that will then trigger sending a notification.

   1. In the Approval User Setup window, on the Home tab, in the New group, choose New.

   2. In the User ID field, select the user ID of the user who will be triggering notifications.

   3. In the E-Mail field, enter the e-mail address of the user.

   4. Repeat steps 2a. to 2c. for any other users who will be changing records that will then trigger a notification.

3. Add the users who will be receiving notifications about record changes.

   1. In the Approval User Setup window, on the Home tab, in the New group, choose New.

   2. In the User ID field, select the user ID of the user who will be receiving notifications.

   3. In the E-Mail field, enter the e-mail address.

   4. Repeat steps 3a. to 3c. for any other users who will be receiving notifications.

4. Define how and when a user receive notifications. The user triggering notifications will NOT receive notifications so you do not need to set up notifications for the requester.

   1. Select the line for the user receiving notifications, and then, on the Home tab, in the Process group, choose Notification Setup.

   2. In the Notification Setup window, enter the following values:

      Field	Value
      Notification Type	General
      Notification Method	Email
      Display Target	Select if the link within the email notification goes to the Web client or the Windows client.

      You have now specified how the user receives notifications. Proceed to specify when the user receives notifications.

   3. In the Notification Setup window, on the Home tab, in the Process group, choose Notification Schedule.

   4. In the Notification Schedule window, fill the fields as described in the following table.

      Field	Description
      Recurrence	Specify the recurrence pattern in which the user receives notifications.
      Time	Specify what time of the day the user receives notifications when the value in the Recurrence field is different from Instantly.
      Daily Frequency	Specify on which type of days the user receives notifications when the value in the Recurrence field is Daily. Select Weekday to receive notifications every workday of the week. Select Daily to receive notifications every day of the week, including weekends.
      Monday through Sunday	Specify on which days the user receives notifications when the value in the Recurrence field is Weekly.
      Date of Month	Specify if the user receives notifications on the first, last, or a specific date of the month.
      Monthly Notification Date	Specify the date of the month on which the user receives notifications when the value in the Date of Month field is Custom.

      The e-mail notification will contain a link that gives the user the option of changing when they receive notifications.

   5. Repeat steps 4a. to 4d. for the remaining approvers.

You must define for which events a user will receive notifications.

1. In the Search box, enter general email notification setup, and then choose the related link. The Gen. Email Notification Setup window lists the users from the Users window.

2. On the Gen. Email Notification Setup window, for the user that you want to receive email notifications, select the check box of the event(s) for which you want to send notifications.

   Note: Select the check boxes for the user(s) set up in step 3 of Set up Notification Users.

3. If required, choose the Next Set action to see the next group of check boxes.

4. Choose OK.

Before a notification is sent for an event, you must create a workflow that triggers the notification when an event occurs. Without the workflow, a notification will not be sent.

1. In the Search box, enter Workflows, and then choose the related link.

2. On the Home tab, in the New group, choose New. The Workflow window opens.

   To create the workflow from a workflow template, in the Workflows window, on the Actions tab, in the general group, choose Create Workflow from Template. For more information, see How to: Create Workflows from Workflow Templates.

3. In the Code field, enter a maximum of 20 characters to identify the workflow.

4. In the Description field, describe the workflow.

5. In the Category field, specify which category the workflow belongs to.

6. On the Workflow Steps FastTab, in the When Event field, specify the event that must occur to start the workflow step.

   Important: The selected event needs to be the same as the one that you defined for the user(s) on the Gen. Email Notification Setup window.

7. In the On Condition field, specify one or more conditions that must be met before the event in the Event Description field can occur.

   When you choose the field, the Event Conditions window opens where you choose from a list of filter fields that are relevant as conditions for the event in question. You can add new filter fields that you want to use as event conditions. You set event condition filters just as you set filters on report request pages. For more information, see How to: Set Filters.

   If the workflow event is the change of a specific field on a record, then the Event Conditions window opens with options to select the field and the type of change.

   1. To specify a field change for the event, in the Event Conditions window, in the Field field, select the field that changes.

   2. In the Operator field, select either Decreased, Increased, or Changed.

8. Specify the response that will follow when the workflow event occurs.

   1. Choose the AssistEdit button in the Then Response field.

      When you choose the field, the Workflow Responses window opens where you select from all workflow responses that exist and set response options for the selected response.

   2. In the Select Response field, choose Send general email notification. The general e-mail notification is based on the Notification Email report (1320).

   3. If desired, in the Link Target Page field, specify another page in JustFood that the link in the notification opens instead of the default page.

   4. If desired, in the Custom Link field, specify the URL of a link that is added to the notification in addition to the link to page in JustFood.

   5. Choose OK.

9. Repeat steps 7-9 to add more workflow steps, either before or after the step that you have just created.

10. On the Workflow Steps FastTab, choose the Increase Indent and Decrease Indent buttons to indent the event name in the When Event field to define the step’s position in the workflow.

    • Indicate that the step is the next in the workflow sequence by indenting the event name under the event name of the previous step.

    • Indicate that the step is one of more alternative steps that may start depending on its condition by placing the event name at the same indentation as the other alternative steps. Order such optional steps according to priority by placing the most important step first.

11. Select the Enabled check box to specify that the workflow will start as soon as the event on the first step of type Entry Point occurs. For more information, see Use Workflows.

    Note
    Do not enable a workflow until you are sure that the workflow is completed and that the involved workflow steps can start.