NetResults Tracker Knowledge Base Article
Steps to set Alerts, Email notification or Workflow based on a pulldown
Article ID  78
Article Type  Procedures / Documentation
Product  NetResults Tracker
Oldest Version  5.5
Newest Version  Latest Release
Publication Date  05/18/2004 11:13:47 AM
Last Updated  10/27/2016 03:34:27 PM
Warnings
None
Description
This article provides information for setting Alerts, email notifications and Workflow Properties to be dependent on a pulldown field.

Examples:

In a Support environment, response times may be different for various Severity levels. You can set the Alert settings to be based on the Severity field using the steps below.

You may want different users or groups to get notified via email depending on the product related to the issue. You can set the Email Rules to be based on the Product pulldown using the steps below.

You may want to have a different starting point in the workflow depending on the type of request it is. You can set the Default Add State to be based on the Request Type field using the steps below.

How to Configure the "Based On" Pulldown

To change the Alert Settings to be based on a particular pulldown field, view a Flash demo or review the Forms in a Workflow Help section. In Versions 6.0.0 or 6.0.1, please refer to the Managing Workflows section.

To change the Email Rules to be based on a particular pulldown field, please review the Outgoing Email Rules Help section. In Versions 6.0.0 or 6.0.1, refer to the Email Rules section.

To change the Workflow Properties to be based on a particular pulldown field, please review the Managing Workflows Help section. In Versions 6.0.0 or 6.0.1, refer to Default Add State Settings section.

In Versions 5.5 - 5.5.4, Alerts, Email Notification rules and Workflow Properties can only be based on the Product pulldown. If you would like these features to be based on another field besides Product, you will need to rename the Product field using the following steps:

  1. Make a backup of your workgroup database and attachments since the changes made by this procedure cannot be undone except by restoring to a backup copy of your database.
  2. Login to the workgroup as Admin and click on the Admin icon
  3. Click on the Define Record button
  4. Click on the field that you want to use for Alerts, Email Notifications and Workflow Properties and click on the Edit button
  5. Change the label to add "old" to the end of the name and click OK
  6. Click on the Product field and click on the Edit button
  7. Change the label to be the name of the field replacing Product, modify any other attributes you wish to change for this field, then click OK.
  8. Add a new field to become the Product field using the steps in the Customizing the Data Record Help section.
  9. Click OK to return to the Administration options, then click on the Option Menus button
  10. Click on the Edit Items button to the left of the field which replaced Product
  11. Add the necessary option menu items. Steps for doing this are available in the Customizing Menu Values Help section. Do not delete the option menu items for the "products" yet. You will do this in a later step.
  12. Return to the Option Menus page and click on the Edit Items button to the left of the Product field
  13. Add the necessary option menu items
  14. Click on the Query icon
  15. Click on the Clear button
  16. Select a "product" in the field that replaced Product, then click on the Run Query button
  17. Click on the Edit Results button in the upper right corner
  18. In the Product field, select the same product you selected when running the query. Basically you are updating the records so that they are set with the correct product after the field name change. Then click OK to save the change. Click OK to confirm the change.
  19. Repeat the above steps to select one product and edit the records that have the product selected.
  20. Now, update the existing records so that they have the correct item selected for the field that replaced product. To do this, click on the Query icon.
  21. Click on the Clear button
  22. Select an item in the field with "old" at the end of the label
  23. Click on the Run Query button
  24. Click on the Edit Results button
  25. Select the same item in the field that replaced Product, then click OK. Click OK to confirm the change. Repeat the above steps for each item in the field with "old" at the end of the label.
  26. Set the default alert settings for each field value using the information in the Configuring Alerts Settings section (substitute the new field for "Product" in the steps)
  27. To set the default email settings, review the steps given in the Setting Email Preferences section (substitute the new field for "Product" in the steps)
  28. To set the default workflow settings, review the steps given in the Workflow Properties section (substitute the new field for "Product" in the steps)
Workaround
None