Alerts can be created either for a specific Contract milestone such as Quarterly Reviews, Renewals or Cancellation requests or to prompt for a action to be performed for example against a Party record to remind Suppliers to send in their latest contact information.  Created Alerts trigger an email notification message to nominated people to action.


Creating a Alert


Alerts are created via the option within the Navigation bar:

  • Navigate to Alerts
  • Press [New], you will be presented with the Create Alert form

Fig 1 - Completed Alert Form


Complete the Alert details, linking it to either a existing or new Contract or Party if required and assign the relevant 'Linked people' to be notified.  


People can be linked to a record in two ways, click in the field and a drop down list of all People in the database will listed, use the scroll bar and the search bar to find your record, multiple People can be selected.  

Fig 2 - Linking People to an Alert


The Magnifying Glass can also be used to launch the 'Find screen' this screen will display more information about People records and you can use the filters to help you find the correct value.


Fig 3 - Using the 'Find' screen


Placeholders

The Placeholder option allows you to assign a Role to the Alert instead of selecting a specific Person.  This means that even if a Contract Person Role changes from one Person to another across the lifetime of a Contract, then it will still trigger to the correct Person.  


Click on the icon next to the magnifying Glass and it will turn green, the drop down list will display your Contract Person Roles for you to select.


At the time in which the Alert is triggered the system will link to the Person record that has been assigned that Role and trigger the Alert to them.  The Alert record will keep the Placeholder value as it can be set to trigger in the future and the Role can change multiple time before triggering.


Multiple Placeholder Roles can be assigned to an Alert record and if more than one Person is nominated with the selected Role then they will also receive the Alert notification.

Fig 4 - Placeholders


At the time in which the Alert is triggered the system will link to the Person record that has been assigned that Role and trigger the Alert to them.  The Alert record will keep the Placeholder value as it can be set to trigger in the future and the Role can change multiple time before triggering.


Multiple Placeholder Roles can be assigned to an Alert record and if more than one Person is nominated with the selected Role then they will also receive the Alert notification.


Dates

The date that the Alert is to be triggered can either be a specific date or one relative to a date captured within either the Contract or Party form.  A document can be attached to the Alert if required, for example a copy of existing contract agreement for review, a copy of this document will be attached to the email notification.  


Use the Recur Rule section to set if the Alert should recur on a regular basis, such as Annually or Quarterly until the Alert end specified has been reached.


TIP: Once your Alert is created, take a look at the Linked People field, if there is a green tick next to a Person's name then their 'Communication Enabled' flag is set to 'Yes', if they have no flag then it is set to 'No' - this means that they will not receive the Email Alert.  Update the value in the Person's record to 'Yes'and the tickbox will appear next to the Person's name in the Alert form and they will receive the email correctly.



Fig 6 - Email Notification Identifier


TIP: Alerts can be created in relation to Custom date fields created for specific milestones, once the custom date field is created and placed on the Contract form then it will appear as an option within the Alert Date Setting drop down list.


Creating an Alert within a Contract record


If you are updating an existing Contract:

  • Navigate to Contracts
  • Find the specific Contract record and open
  • Scroll to the bottom of the form to the sub tabs, select the Alert tab
  • Press [New], you will be presented with the Create Alert form with the Contract link already present
  • Complete as detailed above


Creating an Alert within a Party record


If you are creating a new alert for a specific Party:

  • Navigate to Parties
  • Find the specific party record and open
  • Scroll to the bottom of the form to the sub tabs, select the Alert tab
  • Press [New], you will be presented with the Create Alert form with the Party link already present
  • Complete as detailed above

TIP: For further details on all the fields within the Alert record, please refer to the article 'Working with the Alert Form'


Processing an Alert

Each person linked to the Alert will receive and email on the date of trigger with the Alert information for them to action, the notified person then has 3 options within the email.  People added to the Alert do not need to be Users of intelligentcontract, the can be sent out to external people if required. 

Fig 7 - Alert emails

  • Complete - click to complete the Alert
  • Review - click to open up intelligentcontract and review the Alert and Contract details and process
  • Snooze - click to close the Alert for a pre-nominated number of days before triggering again 

Note: If the Alert is sent to a non User of the solution then they will not have the orange [Review] button within the email

TIP: Alert Snooze days are set within the Manage Account Configuration page, click here for more details


Whilst within a Contract or Party record you can view all the Alerts associated to it via the sub tab 'Alerts', the Alert can be processed using the [...] Action button to the left of the record.  Please note this field will not appear unless you hover your mouse in the column.



Fig 8 - Alerts within a contract

  • Navigate to the Contract or party option and open up the relevant record
  • Scroll to the bottom of the form and select the Alert tab
  • Either, open up the Alert record to review and action
  • Or, use the [...]  Action button 
  • Choose a relevant option


Additionally you can view and process all Alerts across the whole of your Contracts via the Alert Summary screen.


Fig 9 - Alert summary screen view

  • Navigate to the Alerts option and find the relevant Alert record
  • Either, open up the Alert record to review and action
  • Or, use the [...] Action button
  • Choose a relevant option


Any Alert that is past its due date will be highlighted in red.  The Navigation panel will display if there are any Alerts that require the logged in Users attention, by clicking on the red circle the Alert summary screen will open up displaying the view for 'Alerts requiring attention'.


Fig 10 - Alerts on the Navigation bar



Fig 11 - Alerts requiring action view


Recurring Alerts

The Recur Rule section on the Alert form allows you to set up a rule when a regular Alert should trigger next, for example you may wish to have an Alert for a Quarterly meeting that must take place.  You can create the Alert and then set it to trigger Quarterly, this means that you only have to create the Alert once and then the system will automatically create the rest until it reaches a specified date to stop.


Create the Alert first and set when the first Alert should trigger, then set the Recur rule to stipulate when the next and ongoing Alerts should generate.  You can either leave the Alerts to trigger Indefinitely or to stop on a specific or relative date


Fig 12 - Recurring Alerts


If an Alert has been Snoozed prior to completion, when you try to then complete the Alert, the next scheduled alert trigger will be out of sync - the system will give the user the option to schedule the next Alert either from the date the Alert should have been completed or from the Actual date the Alert was completed.


The example below is an Alert scheduled to trigger 05-June, this has been snoozed until the 12-June, when completing this Alert the user now has the ability to set the next Alert to either trigger one month after the last Alert Date (05-July) or to trigger one month from the actual completion date (12-July).


Fig 13 - Recurring Alert options


If you select a relative date based upon a Term Date then Recur rules may automatically be set.  For example if you want to set an Alert for a Recurring Contract against the Renewal date then the system will set an automatic Recur for the Alert to generate each time the Renewal is due.  


If you then alter the relative date that you have selected on the Contract term then the existing Alert and all Recurring ones will automatically update to reflect the adjusted date.


Fig 14 - Default Recur option


The Recur default will be set if you select the date options of End Date, Renewal Date and Cancel By date.