Notification examples

View the following examples to create notifications that notify an assignment group when there are updates to high-priority incidents or notifications for task assignees.

Notify an assignment group of updates to Priority 1 Incidents

Notify users by email when there are updates to high priority incidents.

Before you begin

Role required: admin

About this task

Send emails to an assignment group whenever there are updates to an incident in which the Priority is 1 - Critical. Include information that is of interest to the recipients, such as the incident number, category, assignees, and any comments that were added to the incident.

Procedure

1. Navigate to All > System Notification > Email > Notifications, and then click New.
2. On the email notification form, enter the following values:

   Field	Value
   Name	Priority 1 Incident Updated
   Table	Incident [incident]
   Active	Selected
   Category	Incident Alert
   Send when	Record inserted or updated
   Inserted	Selected
   Updated	Selected
   Conditions	[Priority][is][1 - Critical] AND [Updated][changes]
   Users/Groups in fields	Assignment group
   Subject	Priority ${priority} Incident updated Note: In this notification, the variable ${priority} returns the value 1 - Critical.

3. In the Message HTML field, enter the following message and script:

   Short Description: ${short_description}
   Click here to view incident: ${URI}
   Incident number: ${number}
   Category: ${category}
   Assigned to: ${assigned_to}
   Assignment group: ${assignment_group}
   <hr/>
   Comments:
   ${comments}

4. From the form context menu, click Save.
5. Preview the email notification to ensure it includes all the needed information.
   1. On the notifications form, click Preview Notification.
   2. Note that the email includes the following information:
      • Short description
      • A link to the incident record
      • Incident number
      • Category
      • The name of the user to whom the incident is assigned
      • The group assigned to the incident
      • Comments from the incident record
6. Test that the email notification sends to an assignment group when its Priority 1 Incident is updated.
   1. Create a user who has an email address that you can monitor, and then create a group that includes the user that you created.
   2. Navigate to Incident > Open, and then open an incident in which the Priority is 1 - Critical.
   3. In the Assignment group field, enter the group that you created.
   4. From the form context menu, click Save.
   5. Add comments to the form to update the incident, and then click Update.
   6. Check the email account of the user member in the assignment group.

Notify task assignees

Notify users who are assigned a Task [task] record.

Before you begin

Role required: admin

Set up your email as a test email address. Navigate to System Properties > Email Properties, and then enter your email address under Send all email to this test email address.

Procedure

1. Navigate to System Notification > Email > Notifications, and then click New.
2. On the form, enter the following values:

   Field	Value
   Name	Task Assigned
   Table	Task [task]
   Active	Selected
   Category	Uncategorized
   Send when	Record inserted or updated
   Inserted	Selected
   Updated	Selected
   Conditions	[Assigned to][changes]
   Users/Groups in fields	Assigned to
   Subject	Task Assigned

3. In the Message HTML field, add a message to send to whomever the task is assigned to.
4. From the form context menu, click Save.
5. To see a mock version of the system email that you created, click Preview Notification on the notification form.
6. Test the notification sends to a task assignee.
   1. Assign some task records.
   2. Check your email for assignment notifications.