Define Notifications

A notification is an automated way of being notified when specific actions occur within the application, such as when a resource submits their timesheet, when a new work item is added, updated, and so on. Some notifications--system notifications--are available to all users; some notifications--custom notifications--can be configured by each user from the Define Notifications tab in the Tools module.

You can use the Define Notifications tab to create and edit user notifications. The Define Notifications tab displays a list of notification definitions and associated information for each. You can create new, copy existing, delete, and modify any notification definition.

For example, you can create a notification that is sent any time a log (such as a risk or an issue) is escalated. The available notification types and associated triggers are as follows:

Investment: On Add, On Delete, On Move, On Schedule, On Task Plan Checkin, On Resource Substituted, On Update
Log Type (such as a risk, an issue, or a custom log type): On Add, On Assign, On Delete, On Escalate, or On Update
Work Item: On Add, On Delete, or On Update
Workflow: On Approved or On Rejected

Once you define the notification type and trigger, you can further define the notification details, such as the work item to which the notification is associated, recipient list, criteria, and so on.

You can create, delete, edit, and copy definitions. Copying a definition is useful if you want to create a new one that is similar to an existing one. You can copy the first definition and edit it to make the new one.

Adding a definition

In the Tools module, the Define Notifications tab displays a list of notification definitions and associated information for each. Defining a notification enables you to augment out-of-the-box system notifications with organization-specific notifications. Users cannot subscribe to these custom notifications in the same way they can subscribe to system notifications; however, users can specify a set of recipients.

You can create custom notifications for several types of events; for each type, you can select a trigger from a list of available triggers that defines the action whereupon the notification is sent. A notification can only have one trigger. If you want to configure notifications to fire based on several actions, you must create multiple notifications. For example, you can create a notification that is sent any time a log (such as a risk or issue) is escalated. The available notification types and associated triggers are as follows:

Item This type can use the following triggers: On Add, Delete, Move, Schedule, Task Plan Check In, Resource Substituted, or Update.
Item This type can use the following triggers: On Add, Assign, Delete, Escalate, or Update.
Work Item This type can use the following triggers: On Add, Delete, or Update.
Workflow This type can use the following triggers: On Approved or Rejected.

Once you define the notification type and trigger, you can further define the notification details, such as the work item to which the notification is associated, recipient list, criteria, and so on. You can create, delete, edit, and copy definitions. Copying a definition is useful if you want to create a new one that is similar to an existing one. You can copy the first definition and edit it to make the new one.

To add a notification definition

Open the Tools module.
Select the Define Notifications tab.
Click New Definition.
In the New Definition dialog box, select a notification type and the trigger by which a notification is sent. Click OK.
Name the notification, add a description, and set its priority.
Select Definition Active to start sending notifications based on this notification definition.
On the Investment Types tab, you can choose the types of items and the location of these items in your organization's work item tree for which notifications will be sent.
On the Criteria tab, you can define a filter to narrow down the items identified in the Investment Types tab for which notifications will be sent.
On the Recipients tab, select the users, security groups, or security roles who will receive the notification and click Add.
On the Template tab, enter the notification's subject line in Title. Add custom attributes into the message body and subject line. Choose an attribute from the Insert Attribute drop-down and then click Into Template (for the message body) or Into Title (for the subject line). Click Into Template next to Insert URL Link to insert the URL of the summary view for the work item type from which the notification is sent.
On the Mashup Event tab, you can link the notification to a Serena Business Mashups. Select Send Mashup Event, type a name for the event, and enter the URL for the location of the Serena Mashup Manager that will process the event.
Click Save.

Copying a definition

Click to copy a notification definition.

To copy a notification definition

Open the Tools module.
Select the Define Notifications tab.
Select a notification definition and click Copy Notification. A copy of the notification appears in the list.
Click Edit and modify the copy of the notification as required.

Deleting a definition

Click to delete a notification definition.

To delete a notification definition

Open the Tools module.
Select the Define Notifications tab.
Select a notification definition and click Delete Notification.

Editing a definition

Click to modify a notification definition.

To edit a notification definition

Open the Tools module.
Select the Define Notifications tab.
Select an notification and click Manage Notifications to open the Edit Definition dialog box.
Make your changes.
Click Save.

Viewing a definition

Notification definitions can be viewed from the Define Notifications tab in the Tools module.

To view a notification definition

Open the Tools module.
Select the Define Notifications tab.
Select a notification definition.