Defining Notification Routines

Notification Routines are defined by the Administrator user in the Forms and Finds window and may be based on the Retrieval Requests folder type only. For each Notification Routine, you may specify the type of event (addition, update, or deletion) that will trigger the notification, optionally set additional restriction conditions for generating the notification, indicate the notification delivery method, and specify the recipients of the notification by selecting from a list of users and groups defined in the system (and optionally define additional restrictions to limit the recipients).

In this capture, the Notification branch appears for the Retrieval Requests folder type in the Forms and Finds window.

Note: Defining notifications in the Forms and Finds window will establish notification routines within the Digital Storage Manager system. Notifications may also be generated manually as needed by the end users of Digital Storage Manager by holding down the ALT key when updating a form.

Creating notifications

1. Open the Forms and Finds window by selecting Forms and Finds in the Administration menu.
2. Select the Notifications branch in the Forms and Finds navigation pane for the Retrieval Requests folder type. Notification branches are present only for the Retrieval Requests folder type in Digital Storage Manager. Expanding the notifications branch will display any previously defined notification routines .

1. Click New ( ) and select Notification. The Notification routine editor will be displayed in the Forms and Finds window display pane.

1. Type the subject of the Notification Message Subject field. The subject can include up to 32 alphanumeric characters. The Message Subject will be displayed in the subject line of sent notifications, and once the notification is saved, will also be used as the notification routine’s Name in Notification branches of the Forms and Finds window.
2. Type the text you want to include in the notification body in the Message field. This is the information you want recipients of the notification to read.
3. Select either the Added, Updated, or Deleted radio button in the Condition tab. This will instruct the Digital Storage Manager system to process the notification routine whenever Retrieval Request record information is added, updated, or deleted in the system.
4. OPTIONAL: Add additional restrictions to the condition by clicking the Condition Editor button ( ) in the Condition tab and defining the logic for the condition. If no condition is defined, the condition will read “None”. If a condition is defined, a notification will only be generated when the specified add, update, or delete event takes place in the system AND the event matches the condition specified herein. For details on defining send conditions, please refer to the “Setting Up Notification Conditions” section below.
5. Select the Recipients tab and check the Notify checkbox for each user and group who you want to receive the notification. If a group is selected, the notification will be delivered to each user who is a member of the selected group. Notifications will be delivered to all selected users (and users belonging to selected groups) unless they are excluded by additional restrictions on recipients (see below).
6. Optional: Define additional restrictions on recipients by clicking the Condition Editor button ( ) in the Recipients tab and defining the condition logic. The condition defined for additional restrictions on recipients is evaluated against each recipient selected above. Only if the condition evaluates to True for a recipient will they receive the notification. For details on setting additional restrictions on recipients conditions, please see “Setting Up Additional Recipient Restriction Conditions” below.
7. Optional: Click the “Show confirmation prior to delivery” checkbox to display a notification Confirmation window to users responsible for triggering the notification. The Confirmation window will appear prior to notification delivery, and allows the user to modify the notification’s subject, message, and recipients (or cancel the notification entirely) prior to delivery.
8. Click Save ( ). This will save the notification routine to the database and display its name in the corresponding Notifications branch of the Forms and Finds window.

At this point, Digital Storage Manager will transmit a notification, either automatically or by prompting the user, each time a Retrieval Request record is added, updated, or deleted in the system.

Related Topics

“About Notification Processing” on page 530

“Setting Up Notification Conditions” on page 542

“Setting Up Additional Recipient Restriction Conditions” on page 547

“Using the Recipient() MetaScript Object” on page 553

“The Notification Box” on page 569