Event Notifications

The Event Log Notifications Setup is where you can configure the criteria for sending notifications following an Event being created or edited. To access the Notifications Setup, click on Event Log in the list on the left and then from the dropdown select Notifications Setup. 

Using the dropdown at the top of the page, specify which Event Category you want to setup notifications for. Once selected, this will list all notification criteria you already have set up, and to add a new Notification setting, click on Add New on the right side of the screen.

This will bring up a window with three areas, to set the criteria for when a notification should be sent, who to, and the send method for this notification.

Click on Add Criteria and a window will appear where we can then set the conditions to trigger a notification. Use the dropdown labelled Field to select which field is to be used as a trigger. This will alter the options that appear below to match which field you have set. 

For example, If you set the Field to 'Site', the dropdown below will then read 'If Site is', with a dropdown displaying each of the sites on the system. When an event is submitted concerning the site you have selected in this field, this will trigger a notification. If you set it to 'Programme', the field below changes to a dropdown with each of the Programmes on the system, and when an event for the category you have selected includes a learner or Staff member on the Programme specified, this will then trigger the notification to be sent.

Next you need to specify the recipient. Click Add Recipient and a window will appear. In the first field there are four options:

• Individual - This option lets you select one staff member
• Group - This option lets you select a Security Group to send to
• Staff Link - This option sends notifications to the chosen Staff Link for whoever the Learner(s) involved are
• Line Manager - This option sends notifications to the Line Manager of the Staff member involved

The View For Staff option will show you, for a selected Staff member, which notifications they are likely to receive based on current settings.

Important:
The Staff member that creates the event will not receive a notification when the event is submitted

Finally, specify the method for sending a notification using the Add Send Method button. There are three options for this:

• Email - Sends an email to the staff members Work Email
• SMS - Sends an SMS to the staff members phone (SMS services will need configuring first)
• Scheduled - This option will compile the notifications set to be sent for a week into one weekly email. This option does require some initial setup, and if you would like to use this method, please contact Databridge.

Once you've configured the criteria, recipient and method, click Save and the notification setup should now appear on the page. 

To edit a setup, click on the notepad icon, and to delete, click on the trashcan.

Adding Additional Recipients when Adding an Event

The Event Notifications Setup is for configuring automated notifications, however you can also manually input recipients to receive a notification when adding an event, provided the security settings allow for this.

First you will need to make the 'Send To' box available when adding an event. 

Go to Event Log > Category Setup and then select the category that you want to make the change to. Click on the View Settings button, and then File in the top left. From the dropdown, select Change Defaults. 

This will bring up a window with different options for the Event Category. In the 'Select Fields to Show' area, there is a tickbox labelled 'Send to area'. Ticking this will then cause this box to appear when adding an event of the chosen category:

Now, when adding an event with this setting enabled this box will appear. To send additional notifications to Staff not in the Notifications Setup list, click Add Recipient.

This will open a window, where you must first select the Recipient type from the following options:

• Staff - Allows you to select one or more Staff members on the system
• Teaching Staff - Lists all Staff members that are in Sessions with the Learner selected in the 'Main Details' area of the Event
• Group -Will send a notification to anyone in the Security Group selected

As you can see in the image above, you can also check to see which Event Notifications have been set up for the event by clicking the View Details button, which will then list all staff members that are set to receive an automated notification as configured in the Notifications Setup area.