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You can view or modify the Notification Templates for the various modules of the SummitAI application. The Analysts use these Notification Templates to send various types of e-mail communication to the End Users. The Notification Templates ensure that e-mails are sent to the End Users in a particular format and no information is missed out. This also saves the Analysts' time in typing in the e-mail communications.
To configure Notification Templates:
- Select Admin > Advanced > Notifications > Notification Template.
- On the NOTIFICATION TEMPLATE page, click ADD NEW on the ACTIONS panel.
- Select the Tenant and specify the new Notification Template details. For more information about the fields on the NOTIFICATION TEMPLATE page, see Field Description.
Figure: NOTIFICATION TEMPLATE
4. Click SUBMIT. A new Notification Template is configured.
Anchor Field Description Field Description
Field Description
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The following table describes the fields on the NOTIFICATION TEMPLATE page:
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Module Name | Select the module name from the list. | ||||||||||
Template Type | Displays the template type for the Incident Management and Service Request modules. Select the required option from one of the following options:
A sample screenshot is shown below:
Figure: Template Type
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Group | Lists the configured groups for a particular Tenant. Select the appropriate group from the drop-down list. | ||||||||||
Template Name | Type in the Notification Template name. | ||||||||||
Language | Select a language in which you want to create the notification template. If the same notification template is already available in the selected language, then that template is updated else a new template is created. Note: The static fields (Module Name, Template Type, Template Name, and Group) and predefined *keywords* cannot be converted into the other language. The default language for these elements is English. | ||||||||||
Subject | Specify the subject of the e-mail. The Subject field is displayed for Problem Management, Work Order and Release Management modules as well, along with other modules such as Incident Management, Service Request, Change Management, Asset Management and IT Operations Management. The Subject field is displayed with default keywords and subject content. You can edit the keyword or the Subject content.
Keywords should always be specified between two asterisks *. For Example: *CALLER* The Subject content specified in Subject field will be displayed as subject line of the triggered e-mail. Also, the same subject will be displayed under Communication History tab under ACTIONS panel for system generated e-mails for the respective module. If an appropriate Subject is not specified then the e-mail notification will not be triggered.
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Enable for Push Notification |
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Show HTML/ Show Editor |
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| Click the Keyword hyperlink to view the list of configured keywords that are used to create the mail template. See Screen Shot On the KEYWORDS pop up page, the following fields are displayed:
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Bold icon | Click the icon to bold the text. | ||||||||||
Italics | Click the icon to change the text to italics. | ||||||||||
Underline | Click the icon to underline the text. | ||||||||||
Left Align | Click the icon to align the text to left. | ||||||||||
Center Align | Click the icon to align the text to center. | ||||||||||
Right Align | Click the icon to align the text to right. | ||||||||||
Insert Ordered List | Click the icon to insert numbering format to the text. | ||||||||||
Insert Unordered List | Click the icon to insert bullet format to the text. | ||||||||||
Font Size | Select the font size for the text from the list. | ||||||||||
Font Family | Select the font family for the text from the list. | ||||||||||
Add Link | Click the icon to add hyperlink. | ||||||||||
Remove Link | Click the icon to remove the hyperlink. | ||||||||||
Change Text Color | Click the icon to select a color to the font. | ||||||||||
Problem Management Work Order, Release Management E-MAIL TEMPLATE DETAILS
The following table describes the e-mail notification templates used for various purposes in the PM, RM and Work Order modules.
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As the Subject field is editable now, a few of the earlier backend templates of Problem Management are also listed and displayed. |
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As the Subject field is editable now, a few of the earlier backend templates of Work Order are also listed and displayed. |
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Email Notification to Configuration Item (CI) Owners when a CI is Linked to a Change Record (CR)
You can configure to trigger an email notification to the CI owners when a CI is linked to a CR. If a CI owner owns one CI, then any change in the linking status of the CI with a CR will trigger an email notification to that CI owner with the details of that CI. If a CI owner owns two or three CIs, and there is a change in the linking status of the CIs with CRs, then it will trigger an email notification to the CI owner with consolidated details of all the CIs.
An email notification is sent to the CI owners whenever the following actions are taken upon a CI:
- CI is linked to a CR at any stage of the CR and submitted.
- CI is delinked from a CR.
- CI is implemented.
- CI is closed.
- CI is cancelled.
Configure email notifications to be sent to CI owners when different actions are taken upon a CI by performing the following steps:
- Navigate to Admin > Notifications > Notification Template.
- Select a Tenant from the left side menu, for which you want to configure email notifications to trigger when a CI is linked to a CR.
- Click
icon to change the module to Change Management. Select Change Management from the dropdown menu.
Figure: Change module selection - ClickCI Owner Notification template from the list of templates.
Figure: Change CI Owner Notification template - Details page of the Notification Template page is displayed. Scroll down and click Keywords.
Figure: Keywords - A pop-up displays the list of keywords. To configure email notifications to be triggered to CI owners when a CI is linked/delinked to a CR, add the keyword *LINKED_CI* into the email body.
Figure: Keyword pop-up - Click Submit.
This keyword *LINKED_CI* will have the CI details of that particular CI that has been linked to a particular CR. When the email notification is sent, the email body will have the CI details along with the CI Owner name, Status, Type, Location, and Link/Delink status in a tabular format (a sample screenshot is given below).
Figure: CI Details in email notification
ASSET MANAGEMENT E-MAIL TEMPLATE DETAILS
The following table describes the e-mail notification templates used for various purposes in the Asset Management module.
Template Name | Description | Group |
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SAM_UNINSTALLATION_ALERT | This e-mail notification is sent to the Administrator if an End User uninstalled or tried to uninstall the SAM agent. | AGENT |
AM_AGENT_ALERT | This e-mail notification is sent to the Administrator if an Asset is neither contacted nor discovered for more than the configured number of days. | AGENT |
Uninstalled_SW_Mail | This e-mail notification is sent to the Administrator about the list of uninstalled software and their details. | AGENT |
AM_ACCESORIES_ALLOCATION | This e-mail notification is send to the End User when Accessories are allocated to the Fixed Assets. | ALLOCATION |
AM_ACCESSORIES_DEALLOCATION | This e-mail notification is sent to the End User when Accessories are deallocated from the Fixed Assets. | ALLOCATION |
AM_AlertAllocated | This e-mail notification is sent to the End Users when Fixed Assets are allocated to them. | ALLOCATION |
AM_ALLOCATEDASSETFORACCEPT | This e-mail notification is sent to the End User to accept the allocated Asset(s). | ALLOCATION |
AM_ALLOCATION | This e-mail notifies the End User that an Asset is allocated to him and requests him to accept or reject the Asset. | ALLOCATION |
AM_ALLOCATIONFORM | This e-mail template allows the Asset Manager to print the Asset Allocation Form that contains details about the allocated Assets and instructs the End User to sign and submit it. | ALLOCATION |
AM_ASSET_MANAGER_REFERBACK | The Asset Manager sends this e-mail notification to the End User when Asset Reconciliation configuration is required again for verification. | ALLOCATION |
AM_ASSET_TEMPALLOCATION | This e-mail notifies the End User that an Asset is allocated to him and has to be returned after a specified number of days. | ALLOCATION |
AM_CONSUMABLE_ALLOCATION | This e-mail notifies the End User that a Consumable Asset is allocated to him. | ALLOCATION |
AM_CONSUMABLE_DEALLOCATION | This e-mail notifies the End User that a Consumable Asset is deallocated from him. | ALLOCATION |
AM_CUSTOMERALLOCATION | This e-mail notifies the Customer stating that an Asset is allocated to an End User. | ALLOCATION |
AM_CUSTOMERDEALLOCATION | This e-mail notification is sent to the Customer stating that an Asset is deallocated from an End User. | ALLOCATION |
AM_DEALLOCATION | This e-mail notification is sent to the End User stating that an Asset is deallocated from him. | ALLOCATION |
AM_LOCATIONALLOCATION | This e-mail notification is sent to the End User stating that an Asset is allocated to a Location and contains the Asset Location details. | ALLOCATION |
AM_LOCATIONDEALLOCATION | The e-mail notifies the user that an Asset is deallocated from the user and it contains the Asset Location details. | ALLOCATION |
AM_NF_THRESHOLD | The e-mail notification is sent to the Administrator if the Available Asset Quantity is less that than the Minimum Threshold Value for Non-Fixed Assets. | ALLOCATION |
AM_NF_THRESHOLDMAX | The e-mail notification is sent to the Administrator if the Available Asset Quantity is more than the Maximum Threshold Value for Non-Fixed Assets. | ALLOCATION |
AM_PROJECTALLOCATION | The e-mail notifies the user when an Asset is allocated to a Tenant and the user is selected. | ALLOCATION |
AM_PROJECTDEALLOCATION | The e-mail notifies the user if an Asset is deallocated from a Tenant and the specific user was selected when the Asset was allocated. | ALLOCATION |
AM_SINGLEASSETALLOCATIONFORM | This allows admin to print asset allocation form to the user during allocation. | ALLOCATION |
AM_THRESHOLDMAX | This e-mail notification is sent when the Available Asset Quantity is more than the Maximum Threshold Value. | ALLOCATION |
AM_UPDATEPROJECT | The e-mail is sent to the user when the Administrator updates the project allocated assets. | ALLOCATION |
AM_MailToFinalApprover | This e-mail notification is sent to the Approver stating that an Asset is de-activated, all the level-wise approvals are done, and the final approval is pending. The Approver has to approve or reject the Asset de-activate request. | DEACTIVATION |
IM_REMOTE_REQUEST | This e-mail notification is sent to the End User requesting for Remote Desktop Sharing. | General |
IM_REMOTE_REQUEST_WITH_SECURITY_CODE | This e-mail notification is sent to the End User with Security Code for Remote Desktop Sharing. | General |
AM_DeActivateMailToApprover.htm | The e-mail notifies the Approver that an Asset is deactivated, and also contains a link clicking on which the Approver can approve or reject the request. | DEACTIVATION |
AM_Movement_Approval | The e-mail that contains the movement details, notifies the Approver to approve the Asset movement, and also contains a link clicking on which the Approver can approve or reject the movement. | MOVEMENT |
AM_Movement_FinalApproved | This e-mail notification is sent to the Asset Movement Approver after the Asset Movement is approved along with the final approval details. | MOVEMENT |
AM_Movement_InitiatorMail | This e-mail notification is sent from the final level Approver to the Initiator that all the levels of the movement are approved. | MOVEMENT |
AM_Movement_Rejected | This e-mail notification is sent to the Asset Movement Approver containing details about the Asset Movement that the Approver rejected and also contains a link clicking on which the Approver can approve or reject the Asset Movement. | MOVEMENT |
AM_MovementType_Reject | This e-mail notification is sent from the Approver to the Initiator that the Movement request is rejected. | MOVEMENT |
AM_AssetMovementGatePass | Approval details, Approver remarks, and the basic Asset details are printed on the Gate Pass mail template. | MOVEMENT |
AM_Movement_Returnable | The e-mail notifies the Administrator in advance when an Asset is ready to be returned. | MOVEMENT |
AM_Alert_MGR_Verification | This e-mail notifies the End user that the Asset Manager's approval is required for the Reconciliation of a particular Asset and provides a link, where the user can accept or refer back the Asset. | RECONCILIATION |
AM_Asset_Executive_Mail | This e-mail notifies the Administrator that an Asset is reconciled and provides a link to view the Reconciliation Report. | RECONCILIATION |
AM_ASSET_MANAGER_VERIFICATION | This e-mail notifies the Asset Manager that an approval is required for Asset Reconciliation. | RECONCILIATION |
AM_ASSET_RECONCILIATION | This e-mail notifies the End User that an Asset is allocated to him after Reconciliation and requests him to accept or reject the new configuration. | RECONCILIATION |
AM_DATA_SYNC_MAIL | The e-mail notifies the configured Administrator about the SCCM Data Synchronization process and provides the error details. | SCCM |
AM_AlertSoftwareLicenseUtil | This e-mail notification is sent to the Administrator containing License Utilization Status details of Software Assets. | SOFTWARE |
AM_BLOCKED_APP_ALERT | This e-mail notification is sent to the End User when he tries to execute or run Blocked Software. | SOFTWARE |
AM_Software_Installation_Re-Certification_Alert | This e-mail notification is sent to End User when an Asset is allocated to him after Recertification. | SOFTWARE |
AM_SW_BLACKLIST | This e-mail notification is sent to the Administrator if an End User installs a Blacklisted Software. | SOFTWARE |
Installed_SW_Mail | This e-mail notification is sent to the End User containing the installed software list and their details. | SOFTWARE |
AM_SCAN_LAST_UPDATED_ALERT | This e-mail notifies the Administrator if an Asset is not updated for more than the configured number of days. | UPDATE |
AM_UPDATE_ASSET | This e-mail notification is sent to the End User if the Asset allocated to him is updated. | UPDATE |
AM_UPDATECUSTOMER | This e-mail notification is sent to the Customer if an Asset is updated. | UPDATE |
AM_UPDATELOCATION | This e-mail notification is sent to the user if an Asset is updated and contains the updated Location information. | UPDATE |
AM_CONTRACT_MGMT | This e-mail notification is sent to the user containing the Contract details before the Assets expire. | Contract Management |
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Additional Keywords are added to the Asset Final Approved template. To view the keyword, click More. The selected Keyword values are added to the notification e-mail post the movement approval is approved the last approver.
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ACTIONS
This section explains all the icons displayed on the ACTIONS panel of the NOTIFICATION TEMPLATE page.
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Click CONFIGURE GROUPS to view, configure, and edit the Groups for a particular Tenant. The CONFIGURE GROUPS pop-up page is displayed.
To configure a new Group, click the ADD To view the inactive Groups, select the Include Inactive check box. To edit a Group, click the respective Group Name. Make appropriate changes and click SUBMIT. |
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Click SHOW LIST to display the Notification Templates configured in the SummitAI application for the selected Tenant.
To change the module, click Change drop-down. The Release Management module will be available in the Change drop-down list of modules. Available module options are as follows:
Figure: Change Drop-Down To search for a specific notification Template, type in the required text in the search box. To preview the notification templates, click the
To edit a Notification Template, click the Template Name. Make appropriate changes and click SUBMIT.
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On the FILTERS pop-up page, select a language from the list and then click SUBMIT. A list of e-mail notification templates configured in the selected language is displayed. The default selection is English.
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