Creating an Alert List will allow you to create a number of Alert templates that can be automatically or manually applied to a record in one action, rather than manually creating them one by one.
Select the option of 'List' from the Configuration screen.
The List Summary screen will display any existing Lists that you have created. To create a new List, press the [New] button on the top right to open up a new List record.
Give the List a 'Name' and select what entity the List should 'Apply To' using the drop down list. i.e. Contract, Contract Document.
Select the Template Type of 'Alert Template' and press [Save]
Fig 1 - Alert List record
Save the List record, and tabs will appear at the bottom of the form. This is where you can now create all your specific List Templates. In the [Alert] tab, press [New] to open up a new Template record.
The Template form displayed will reflect your current layout for Alerts, including any Custom or mandatory fields.
Fig 2- Alert Template Form
Complete the Templates as you would normally create an Alert record. You can add attachments and can either nominate a specific Person or a Placeholder Role to the record.
Placeholders
Instead of tying a specific person to an Alert Template, you can select a Placeholder Role. This means that even if a Contract Person Role changes from one person to another across the lifetime of a Contract, it will still trigger to the correct person.
When you click on the drop down list to select a Person, if you have selected a Contract related entity, the values at the top of the list will be the Roles, scroll down further to see individuals for selection. You can search in the field to find the value you require.
Fig 3 - Placeholder Icon and Drop Down List
So for example, you can assign an Alert to the Placeholder of 'Contract Manager', and whoever is linked to that role at time of the trigger will be sent the Alert notification or assigned the Task.
Alert Placeholders
For Alerts, this means that 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. If more than one Person is assigned to the selected role, then they will also receive the Alert notification.
[Save] the record and add more Templates to the List if required.