Email Notifications
Certain system notifications relating to the management of maps can be automatically Emailed to associated users (for example, an Email requesting acknowledgement can be automatically sent to acknowledgers when an acknowledgement request is created). These automatically-generated notifications can be switched on or off. The email titles and notification text can also be modified, including the notification text sent to new users upon the creation of their account (the option to send an Email notification to new users of a particular user group must be switched on in the Email Notifications options).
Notify diagram's primary contact when user adds feedback will notify the primary contact (author or owner, as specified) when users add feedback to diagrams. If disabled then notifications are not sent.
Notify feedback topic creator when a reply is added will notify the creators of feedback when other users reply to their feedback. If disabled then notifications are not sent.
Notify requestor upon authorizer's approval will notify the user that requested authorization when authorizers have approved content. If disabled then notifications are not sent.
Notify draft diagram's primary contact when a feedback is added on the master will notify the primary contact (author or owner, as specified) of draft diagrams when new feedback is added to master diagrams as opposed to the primary contact on the master diagrams. Note: This also requires the Notify diagram's primary contact when user adds feedback option to be enabled.
Notify draft diagram's author when change request on master is allocated will notify authors of draft diagrams when new change requests are added to master diagrams as opposed to the author on the master diagrams.
Notify user when change request is removed will notify users that are currently assigned to a change request if the change request is deleted.
To change the text of Email notification items:
1.Click Advanced, select the notification that you want to edit and click Edit Text. 2.Edit the Email Subject, if required. 3.In the Email Text tab, edit the email body text, if required. 4.Click OK  .
Note: For information on each of the notifications see Notification Descriptions.
Substitution Text Fields
You can insert substitution fields in the notification text, for example you can add the name of the user by inserting <USER>. When editing the text for a particular notification, from the Tools menu choose Insert Field.
<BASE_URL> will be substituted by the base URL of the Web Server.
<BASE_URL_SHORT> is the base URL of the Web Server, but without CtrlWebISAPI.dll on the end.
The following fields can be inserted into action-related notifications:
<ACTION_NUM>
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ID number of the action record
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<ACTION_SUBJECT>
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Subject of the action record
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<ACTION_OWNER>
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Owner of the action
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<ACTION_STATUS>
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Status of the user's individual action record
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<ACTION_DUEDATE>
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Due date of the user's individual action record
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<ACTION_CATEGORY>
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Category of the action record
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<ACTION_STARTDATE>
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Start date of the action record
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<ACTION_PRIORITY>
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Priority of the action record
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<ACTION_HOST>
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Title and link to the associated host item, for example the diagram or document
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<ACTION_DETAILS_LINK>
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Direct link to the action record
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<ACTION_SIGNOFF_LINK>
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Direct link to the user's My Actions page with the 'Change Status of Action' dialog displayed for the particular action record
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To modify the text of a number of the substitution text fields, from the Tools menu choose Configure Text Fields. Select the text field and click Edit Text. Modify the text, then click OK .
To create a new substitution text field, in the Configure Text Fields dialog (from the Tools menu choose Configure Text Fields) click New Field  , then enter the input field name. To define the notification text for the newly created substitution text field, select the field and click Edit Text.
Notification Styles
Common styles can be defined and applied to the text in system notification Emails. In the Notification Email Text dialog, click the Common Styles tab (on the right) to select it. The Common Styles tab serves as a CSS (cascading style sheet), so you can define HTML styles and apply them to any notification text. Unless any other styles have been defined you will see the body style; this style is the style of all notification text that is not formatted by any other style.
To add or modify existing styles click Edit Text.
For examples on using CSS, see www.w3schools.com/Css
Additional Information
Include new change log entries in subscription emails will include a change log of any new changes made to diagrams and documents when subscribers are Emailed.
User must enter details when requesting authorization forces users to enter details when requesting authorization of diagrams and documents. This information will appear in the Email sent to authorizers.
Add change log entry when version number manually updated will automatically add a change log when users manually update the version number of a diagram or document.
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