Notifications

Notifications

1. Purpose

Notifications functionality allows to create and distribute notifications to customers, originators, suppliers, and back-office users.
This includes:

• Configuring notifications
• Creating notification schemas
• Assigning custom notification schemas for contacts and contracts
• Creating Email Notification templates
• Creating SMS Notification templates
• Running and configuring job queues for notifications creation and distribution
• Checking the history of notifications

2. Notification Setup

Notification setup allows to configure notifications for some pre-defined events. Currently the following events are available:

• Contract status update
• Workflow step change / Delegation
• Sales invoice creation
• Sales cr. memo creation
• Dishonour letter creation
• Collection letter creation
• Asset insurance policy expiring
• Variable Interest update
• Instalment schedule date
• Contract Maturity date
• On supporting document missing
• On document upload
• On contract variation
• On Integration Activity Failure

User must create and configure Email and SMS Notification templates to be able to send and distribute Email and SMS notifications. Also, general setup must be completed for notifications.

2.1 General
You must populate all fields values in this area or notifications functionality will not work properly.

Active activates or disactivates notifications. When field Active is disabled, the system will not create and distribute any of the notifications.
Maximum No. of Attempts to Send field sets the maximum number of attempts to send notifications if for any reason those emails or SMS couldn’t reach its recipient.
Test Mode. Enable this feature to test notification sending.
Email Account (from) allows to choose the email account from which email notifications will be sent by default.
Test Mode Email. Input email address to which test E-Mail notifications will be sent.
Test Mode Phone No. Input Phone No. to which test SMS notifications will be sent.

2.2 Notification Schemas
Notification schemas allows to configure notifications creation order.

Notifications can be send using different methods in parallel (if they have same Priority) or use lower priority method if details for higher priority method are not available (e.g., first try to send by e-mail, but in case e-mail address is not available try to send SMS which has lower priority).

2.3 Contact Notification Schemas
Contact can have own Notification Schemas which has priority over default Notification Schemas.

2.4 Contract Notification Schemas
Contract can have own Notification Schemas which has priority over default Notification Schemas

2.5 Notification Trigger Recipient Setup
User defines to whom notification should be sent on Notification Trigger Recipient Setups page which is accessible from each pre-defined event subpage

Recipient Type allows to choose specific recipients: Customer, Supplier Salesperson, Originator Salesperson, Lessor Officer.
Email Template Code allows to choose specific email template for every recipient type. Refer to Email Notification Templates chapter for details.
Email Template Description is filled in automatically according to selected Email Notification Template.
Email Account (From) allows to select a certain email account from which email notifications will be sent.
SMS Template Code allows to choose specific SMS template for every recipient type. Refer to SMS Notification Templates chapter for details.

2.6 Email Notification Templates
To send Email Notifications user must create and set up Email Notification Templates first by defining at least email subject and selecting body template.

Input Code field value to identify uniquely the new template.
Provide comprehensive description in the field Description.
Subject Text field allows to define email subject. You can use placeholders for dynamic parts in the subject. Currently the following placeholders are available:
* %1 – Customer Name
* %2 – Contract No.
* %3 – Financial Products Description
* %4 – Originator Name
Body Template field allow to choose Word template which will be used as email body template. Refer to Document Management guide for details how to create a new Document Template. Note Output Doc Format must be Save as HTML for the Document Template if you want to use it as a Body Template.
Body Template Description shows selected document description.
Checkmark Sales Invoice / Cr. Memo as Attachment field to attach sales invoice / credit memo copy for notification.
Select template in field Attachment Template for the email attachment if you want to attach some other document to notification.
Attachment Format field allows to choose the format of the notification attachment.
Checkmark Save To Document allows to save email attachment to document.

Recommended datasets for templates mapping:

2.7 SMS Notification Templates
To send SMS Notifications user must create and set up SMS Notification Templates first by defining at least SMS body template.

Input Code field value to identify uniquely the new template.
Provide comprehensive description in the field Description.
Message Template field allows to define SMS text. You can use placeholders for dynamic parts in the subject. Currently the following placeholders are available:

• %1 – Customer Name
• %2 – Contract No.
• %3 – Financial Products Description
• %4 – Originator Name

2.8 On contract status update
User can setup notifications on Quote, Application or Contract status update.

Status. Contract status triggering new notification.
Status Description is filled in automatically according to selected Status Code.
Financial Product can be used to configure personalised notifications for every financial product or to skip some of the financial products from being included in notifications creation process. Select Financial product from the list. Blank value means all financial products.
Financial Product Description is filled in automatically according to selected Financial Product.
Individual/Business can be used to configure personalised notifications separately for individual and business customers. Leave empty if you do not want to differentiate notifications by this criteria.
Legal Form can be used to configure personalised notification for every legal form of customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form Description is filled in automatically according to selected Legal Form.
Default Notification Schema Code defines what kind of notifications should be sent.

2.9 On Workflow Step / Delegation
Use this setup if you need to send notifications when the workflow has reached a specific step or if you need to send notifications when the workflow step was delegated to a team or an officer.

Select Workflow Template Code from the list to be able to choose Workflow Step field value.
Select Workflow Step for which you need to configure notification.
Flag Notify On Workflow Step if you need to send notifications on this workflow step.
Flag Notify On Delegation if you need to send notifications when the workflow step is delegated to a team or an officer.
Select Financial Product if you need to configure personalised notifications for every financial product or need to skip some of the financial products from being included in notifications creation process. Select Financial product from the list. Blank value means all financial products.
Individual/Business can be used to configure personalised notifications separately for individual and business customers. Leave empty if you do not want to differentiate notifications by these criteria.
Legal Form can be used to configure personalised notification for every legal form of customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form Description is filled in automatically according to selected Legal Form.
Default Notification Schema Code defines what kind of notifications should be sent.

2.10 On Sales Invoice / On Sales Cr. Memo
Use this setup if you need to send Sales Invoice or Sales Cr. Memo documents by email or other notifications to your customers.

Document Type defines for Sales Invoice or Sales Cr. Memo documents this setup is valid.
Invoice Type Filter allows define filter of document type.
Select Financial Product if you need to configure personalised notifications for every financial product or need to skip some of the financial products from being included in notifications creation process. Select Financial product from the list. Blank value means all financial products.
Individual/Business can be used to configure personalized notifications separately for individual and business customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form can be used to configure personalised notification for every legal form of customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form Description is filled in automatically according to selected Legal Form.
Default Notification Schema Code defines what kind of notifications should be sent.

2.11 On Dishonour Letter
Dishonour letters are issued and sent when Direct Debit payment request fails.

Select Financial Product if you need to configure personalised notifications for every financial product or need to skip some of the financial products from being included in notifications creation process. Select Financial product from the list. Blank value means all financial products.
Individual/Business can be used to configure personalized notifications separately for individual and business customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form can be used to configure personalised notification for every legal form of customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form Description is filled in automatically according to selected Legal Form.
Default Notification Schema Code defines what kind of notifications should be sent.

2.12 On Collection Letter
System can be configured to create Collection letters to customers in arrears.

Collection Letter Level defines Collection Letter level for which this setup is valid.
Select Financial Product if you need to configure personalised notifications for every financial product or need to skip some of the financial products from being included in notifications creation process. Select Financial product from the list. Blank value means all financial products.
Individual/Business can be used to configure personalized notifications separately for individual and business customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form can be used to configure personalised notification for every legal form of customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form Description is filled in automatically according to selected Legal Form.
Default Notification Schema Code defines what kind of notifications should be sent.

2.13 On Asset Insurance Policy Expiry Date
Use this setup if you need to send asset insurance expiration notifications to your customers.

Select Financial Product if you need to configure personalised notifications for every financial product or need to skip some of the financial products from being included in notifications creation process. Select Financial product from the list. Blank value means all financial products.
Individual/Business can be used to configure personalised notifications separately for individual and business customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form can be used to configure personalised notification for every legal form of customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form Description is filled in automatically according to selected Legal Form.
Default Notification Schema Code defines what kind of notifications should be sent.
Notification Date Formula. Input date formula to send notifications by defined days before asset insurance policy ending date. For example one month before policy expiration you can send an email and 1 week before send SMS.

2.14 On Variable Interest Update
Use this setup if you need to send notifications about variable interest update to your customers.

Select Financial Product if you need to configure personalised notifications for every financial product or need to skip some of the financial products from being included in notifications creation process. Select Financial product from the list. Blank value means all financial products.
Individual/Business can be used to configure personalized notifications separately for individual and business customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form can be used to configure personalised notification for every legal form of customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form Description is filled in automatically according to selected Legal Form.
Skip Applications. Flag this field if you want to skip sending notifications for applications.
Default Notification Schema Code defines what kind of notifications should be sent.

2.15 On Instalment Schedule Date
Often notifications are required to send for customer a few days before next instalment day. One of the reasons could be to inform customer about coming payment to leasing company in advance and prepare for payment.

Select Financial Product if you need to configure personalised notifications for every financial product or need to skip some of the financial products from being included in notifications creation process. Select Financial product from the list. Blank value means all financial products.
Financial Product Description is filled in automatically according to selected Financial Product.
Individual/Business can be used to configure personalised notifications separately for individual and business customers. Leave empty if you do not want to differentiate notifications by these criteria.
Legal Form can be used to configure personalised notification for every legal form of customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form Description is filled in automatically according to selected Legal Form.
Default Notification Schema Code defines what kind of notifications should be sent.
Notification Date Formula helps to define period in which notification must be sent (e.g., 3D is 3 days before next instalment day).
Select First Instalment Only to send notifications only for first instalment.
Select Last Instalment Only to send notifications only for last instalment

2.16 On Supporting Documents Missing
Use this setup if you need to send notifications about missing supporting documents for contract when it reaches certain status

Select Financial Product if you need to configure personalised notifications for every financial product or need to skip some of the financial products from being included in notifications creation process. Select Financial product from the list. Blank value means all financial products.
Individual/Business can be used to configure personalized notifications separately for individual and business customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form can be used to configure personalised notification for every legal form of customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form Description is filled in automatically according to selected Legal Form.
Doc. Template Code to Check defines Template Code for search missing documents with it.
Supp. Doc.Type Code to Check defines Doc. Type Code for search missing documents with it. Only one of the two fields “Doc. Template Code to Check” or “Supp. Doc. Type Code To Check” can have a value entered.
Status Code to Start Checking defines Contract status from which system will start searching missing documents for Contract.
Skip for Individual allows to skip missing document notifications creation for private suppliers.
Skip for Abroad Supplier allows to skip missing document notifications creation for abroad suppliers.
Skip for Suppliers Filter allows define specific suppliers.
Default Notification Schema Code defines what kind of notifications should be sent.
Number of Repeats defines how many times notifications can be sent.
Next Notif. Date Formula helps to define period after which next repeated notification can be sent

2.17 On Document Upload
Use this setup if you need to send notifications when document of defined type is uploaded.

Select Financial Product if you need to configure personalised notifications for every financial product or need to skip some of the financial products from being included in notifications creation process. Select Financial product from the list. Blank value means all financial products.
Individual/Business can be used to configure personalized notifications separately for individual and business customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form can be used to configure personalised notification for every legal form of customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form Description is filled in automatically according to selected Legal Form.
Default Notification Schema Code defines what kind of notifications should be sent.
Doc. Template Code. When a document is created with this template code the notification will be created.
Supp. Doc Type Code. When a document is uploaded with this supporting document type code the notification will be created.

2.18 On Contract Maturity Date
Use this setup if you need to send notifications about contract expiration.

Select Financial Product if you need to configure personalised notifications for every financial product or need to skip some of the financial products from being included in notifications creation process. Select Financial product from the list. Blank value means all financial products.
Individual/Business can be used to configure personalized notifications separately for individual and business customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form can be used to configure personalised notification for every legal form of customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form Description is filled in automatically according to selected Legal Form.
Default Notification Schema Code defines what kind of notifications should be sent.
Notification Date Formula helps to define period in which notification must be sent (e.g., 1M is 1 month before contract expiration date).

2.19 On Contract Variation
Use this setup if you need to send notifications about contract variation confirmation.

Select Financial Product if you need to configure personalised notifications for every financial product or need to skip some of the financial products from being included in notifications creation process. Select Financial product from the list. Blank value means all financial products.
Individual/Business can be used to configure personalized notifications separately for individual and business customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form can be used to configure personalised notification for every legal form of customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form Description is filled in automatically according to selected Legal Form.
Schedule Version Origin Type select variation type for which notification is required.
Default Notification Schema Code defines what kind of notifications should be sent.

2.20 On Integration Activity Failure
Use this setup if you need to send notifications in case of integration failure.

Interface Type select interface type for which notification is required in case of a failure.
Select Financial Product if you need to configure personalised notifications for every financial product or need to skip some of the financial products from being included in notifications creation process. Select Financial product from the list. Blank value means all financial products.
Individual/Business can be used to configure personalized notifications separately for individual and business customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form can be used to configure personalised notification for every legal form of customers. Leave blank if you do not want to differentiate notifications by these criteria.
Legal Form Description is filled in automatically according to selected Legal Form.
Default Notification Schema Code defines what kind of notifications should be sent.

3 History Of Notifications

Open Notification Entries (SOFT4) page to review all created and not sent yet notifications. Also, you can find notifications with sending errors here.

Open Notifications Archive (SOFT4) page to review all Sent and Undelivered notifications.

You can also review all related notifications on the:

• Active Contract list or card, Archived/Closed Contract list or card pages (Related/History/Email Notifications)
  

• Application card page (Related/Application/Notifications)
  

• Quote card page (Action/Quote/Notifications)
  

• Contact card page(Related/History/Notifications)
  

• Contacts list page (Related/History/Notifications)
  

• Posted Sales Invoice list or card pages (Related/Invoice/Notifications)
  

• Posted Sales Credit Memo list or card pages (Related/Credit Memo/Notifications)
  

4 Job Queue Setup

The selected job que entries below in Job Queue Entries page are responsible for Notifications creation and distribution. Note in Production environment time between runs should be set not lower than 10 minutes to prevent performance issues in the system.

• Add codeunit "S4LIB Notif. Creation Run" for Notifications creation.
• Add codeunit "S4LIB Notif. Distribution"for Notifications distribution (sending).