Unregistered users who have submitted issues via the Submit Page or Email can receive email notifications to track status of the issues they have reported. When unregistered users are notified is controlled by the Unregistered User Options in the General Preferences section. These options also allow you to select the date and time settings and privileges that will determine the email content included in the notifications sent to unregistered users. To configure a workgroup that will send notifications to an unregistered user, please review the steps provided below.

User Group Privileges
Email content privileges need to be enabled for a user group so that Tracker knows what pieces of the email message to include for Unregistered Users. Decide whether you want to add a new user group for this purpose or edit an existing one. Adding a new user group is the recommended option.

Adding a User Group
Add a new user group using the steps in the User Accounts Help section. When prompted, select the Project and Form that you wish to use on the Submit Page to be made visible to the new user group.

If you are using Versions 6.7.0 or newer, enable the privilege called "Add via Submit Page".

If you are using Versions 6.6.1 or older, when prompted to enable privileges, check the box for the "Add" privilege to allow the project and form visible to this new user group to be displayed on the Submit Page.

Review the "Email Privileges" section and uncheck the options you do not want to include in email messages to unregistered users. For example, it is recommended that you UNcheck the box for "Link" so that unregistered users do not receive a link to view the record inside Tracker since they do not have a user account to login to the system. A detailed description of each section of an email message can be found here.

None of the other privileges aside from those mentioned above are applicable to unregistered users.

Edit an existing user group
The Project and Form to be used on the Submit Page needs to be visible to the user group.

To check how the Project and Form visibility is currently set:

1. Login as Admin and click on the Admin icon
2. Click on the Projects link
3. Select the desired project in the pulldown at the top. The page will be refreshed with the properties of the selected project
4. Expand the section "Visible to User Groups" and check to see which user groups are listed
5. Do the same for the "Visible to User Groups" section under the appropriate form within the project

To enable the email content privileges:

1. Login as Admin and click on the Admin icon
2. Click on the User Accounts link (or User Administration button)
3. Click on the Manage Groups button
4. Click on the Edit button to the left of the user group you wish to modify
5. Check the boxes for the privileges in the Email Content section. A detailed description of each section of an email message can be found here.
6. Click OK to save the changes

Set the General Preferences
The Unregistered User section of the General Preferences page contains the options that will determine the format of the email messages Unregistered Users get.

To set these options:

1. Login as Admin and click on the Admin icon
2. Click on the General Preferences link
3. Make selections for the options in the Unregistered User Options section. For "User Groups", be sure to select the user group where you enabled the email content privileges. In some configurations, you may need to have multiple user groups selected here. Hold down the Ctrl button on your keyboard to select multiple user groups (or to leave existing user groups selected). The selection here determines what Projects and Forms are available on the Submit Page based on which projects and forms are visible to the user group(s) selected.

   For "Send Email Notifications On", selecting "<None>" will disable all email notification messages to Unregistered Users. Selecting "Submit via Web" will send a confirmation to a user who has added a record using the Submit page. Selecting "Submit via Email" will send a confirmation to a user who has added a record via email. Selecting "Updates After Submit" will send notifications as the record is processed through the workflow per the email rules in effect. For example, when a record is closed.

4. Click OK to save the changes

Adding a Text Field
In order for notification to be sent, the email address of the unregistered must be stored in a field. Begin by adding a Text field:

1. Login to the workgroup as Admin and click on the Admin icon
2. Click on the Fields link
3. Click on the Add Field button
4. Select the option "Text" and click on the Continue Button
5. Enter the name for this field in the Label field

   If the unregistered user is submitting issues via the Submit Page, enable the Include in The Submit Page option.

   Select "Yes" for the "Unregistered User Email" option

   Configure any additional properties for fields

6. Click on the OK Button
7. Click on the Manage Forms for this Field Button
8. Click on the form in the "Available Forms" list, then click on the Add button
9. Click on the OK Button to save the changes

Configuring Outgoing Email Rules
Email rules are then configured to specify under what condition(s) the email is sent to the unregistered user.

1. Login as Admin and click on the Admin icon
2. Click on the Workflows link
3. Click on the Manage link to the right of Outgoing Email Rules
4. Use the information in the Email Rules Help section for adding or updating the email rules. In order for email notifications to be sent to the email address entered in the Text field, <Unregistered User> needs to be selected in the Notification list.
5. Click OK to save your changes

Incoming Email Settings
If the unregistered user is submitting records via email, the Incoming mail settings must be configured.  These settings determine if the email address field is populated with the "From" email address in the incoming mail.

1. Click on the Admin icon
2. Click on the Projects link
3. Under the forms option, click the Manage link to the right of Incoming Email settings
4. Select <Set Reporter To Unregistered User> for the option Action for Unmapped Emails
5. Click on the OK button to save the changes