What's New?

Earlier, the user would accept or reject the allocated Asset by clicking the Accept or Reject icon on the MY ASSET LIST page. Now, using the E-mail parser feature, the user can also accept or reject the allocated Assets without logging into the application. E-mail Parsing helps in screening E-mails in bulk. Based on the predefined rules, the E-mail parser fetches the specific E-mails.

Sample E-mail Notification
Figure: Sample E-mail Notification

Benefits

Following are the benefits using this new feature:

Flexible Control
The Administrator has full control over the parsing of all the E-mails.
Time Saving
The user can approve or reject the Asset Allocation request through an E-mail instead of login into the Application.

UI Changes

A new field, Notification Parser Mailbox, is provided on the APPLICATION SETTINGS BY TENANT page to specify a mailbox E-mail id and to send or receive the Asset allocation Acceptance or Rejection E-mail for parsing. For more information, see Application Settings By Tenant.

Figure: APPLICATION SETTING BY TENANT page

A new field, Enable Asset Approval by E-mail, is provided under the APPROVE tab of the CONFIGURE PARSING CONDITION section on the NOTIFICATION PARSER page. The Administrator can select the Enable Asset Approval by E-mail as Asset Allocation to accept or reject the Asset Allocation through an E-mail. For more information, see Configuring Notification Parser in the SummitAI Platform Help.

Figure: NOTIFICATION PARSER page - APPROVE tab

E-mail Parsing Process Flow

Configure Mailboxes for enable E-mail Parsing. Specify all the required data on the MAILBOX page and click SUBMIT.
A confirmation pop-up page is displayed. Click OK to create a new Notification Parser for the newly configured Mailbox. Simultaneously, a scheduler job is created. User can view the scheduler details on the Custom Scheduler. To use the existing configuration of Notification Parser, click CANCEL.
Specify all the required details on the NOTIFICATION PARSER page and click SUBMIT.
Note
- Under the CREATE tab on the MAILBOX page, ensure that you select the same mailbox name in the Mailbox field.
- Under the APPROVE tab on the NOTIFICATION PARSER page, select the Enable Asset Approval by E-mail as Asset Allocation.
On the APPLICATION SETTINGS BY TENANT page, specify the mailbox id in the Notification Parser Mailbox field.
Note

When multiple mailboxes are configured for a single Tenant, the Application picks the mailbox id that is specified in this Notification Parser Mailbox field on the APPLICATION SETTINGS BY TENANT page.
On the CUSTOM SCHEDULER page, execute the scheduler job that was created while configuring the Mailbox.
After the Asset allocation, the user receives an E-mail from the configured mailbox. Click Accept or Reject button to acknowledge the Asset allocation. A response E-mail is auto-generated and sent to the configured mailbox.
The user receives an Asset status notification from the configured Mailbox based on the performed actions.
The user can view the status of the allocated Asset in the Allocation Status column on the MY ASSET LIST page.
The Audit Trail tab captures the User's action performed on the allocated Asset via E-mail.. For information, see Viewing Asset Details.

Note

If an invalid Subject exists, there will be remarks in the Acknowledgement E-mail.

Notification Templates

Now, the Asset Allocation Notification templates that are used in E-mail parsing are enhanced. This enables the user to see the Asset allocation information and the Action buttons (Accept and Reject) in the E-mail body. The enhanced Asset Allocation templates are:

Software Allocation
Consumable Allocation
Accessories Allocation
Asset Project Allocation Mail
Customer Allocation Email
Location Allocation Mail
Asset Allocation Email

Sample E-mail Notification Template
Figure: Sample E-mail Notification Template

Note

The UniqueMailID in subject of an E-mail contains an Allocation ID, Asset Type, and Asset ID. The E-mail subject should contain the keyword Allocation.

Example:

Asset Type	UniqueMailID
Fixed Asset	TransID#603/FIXED/AssetID#132 - Asset Allocation Mail Alert - Location: LocationPath
Non-Fixed Asset	TransID#603/CON/AssetID#132

After the user accepts or rejects the Asset allocation through an E-mail, an Asset status notification gets triggered from the configured Mailbox. An automated mail is sent to the user based on the performed actions. Accordingly, for the Asset status notification, new templates are added in the Notification Template list for Asset Management on the NOTIFICATION TEMPLATE page. See the below sample notification E-mails:

User Asset Acceptance - Acknowledgement Alert

Unauthorized User Action Alert

Invalid Action Alert
Invalid E-mail Subject Alert

Configuration

On the APPLICATION SETTINGS BY TENANT page, specify the mailbox E-mail id (Asset > Configuration> Others > Application Settings > Click CONFIGURE BY TENANT on the ACTIONS panel > Specify the mailbox E-mail id in the Notification Parser Mailbox under the General Configuration).
On the MAILBOX page, specify the E-mail id that is required to receive notification upon the acceptance or rejection of the Asset Allocation (Admin> Advanced > Notifications > Mailbox > On the MAILBOX page, click ADD NEW on the ACTIONS panel). For more information on the MAILBOX page, see Configuring Mailbox in the SummitAI Platform Help.
On the NOTIFICATION PARSER page, select the Enable Asset Approval by E-mail as Asset Allocation (Admin> Advanced > Notifications > Notification Parser > click ADD NEW on the ACTIONS panel). For more information on the NOTIFICATION PARSER, see Configuring Notification Parser in the SummitAI Platform Help.
On the CUSTOM SCHEDULER page, configure the Custom Scheduler for the Mailbox.

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