In some cases, you may want to send email notifications to an email address other than the reporter. For example, a user other than the person who reported the record is interested in updates about the record's progress through the workflow. This can be achieved using the information 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. 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 where the email address field will be used.

Review the "Email Privileges" section and uncheck the options you do not want to include in email messages to these 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. In Versions 6.0.0 or 6.0.1, this can be found in the Email Notification Message Types section.

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

Edit an existing user group
The Project and Form where the email address field will be used 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

In Versions 6.0.0 or 6.0.1, refer to these sections instead: Project Visibility, Form Visibility

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. In Versions 6.0.0 or 6.0.1, this can be found in the Email Notification Message Types section.
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.

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.

   For "Send Email Notifications On", select "Updates After Submit" to 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
One Text field can be configured with the Unregistered User Email option enabled. If you already have a field configured for this, add the existing field to the desired form instead.

To add a Text field:

1. Login 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

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

   Configure any additional properties for text fields.

6. Click OK to save the field
7. Click on the Manage Forms for this Field Button
8. Click on the form in "Available Forms" and click on the Add button
9. Click on the OK Button to save the changes
10. If the field needs to be available during a transition, set the field as a Task Field.

Use an Existing Email Address Field
If a field has already been configured for this purpose, you can add it to another form using these steps:

1. Login as Admin and click on the Admin icon
2. Click on the Fields link
3. Click on the Forms button to the left of the existing Email Address field
4. Click on a form in the right column, then click on the Add button
5. Click OK to return to the Fields list

Set the Field as a Task Field
If the field needs to be available in a transition, configure it as a task field:

1. Login as Admin and click on the Admin icon
2. Click on the Workflows link
3. Select the desired workflow in the pulldown at the top. The page will be refreshed to show the workflow details
4. Click on the Manage link to the right of States
5. Select the state which has the transition you wish to modify and click on the Transitions button
6. Click on the Task Fields button next to the transition you wish to modify
7. Click on the Text field you added and click on the Add button
8. Make any desired changes to the properties, then click Update.

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