After creating and saving an Alert or Task record, information indicators display against each 'Person' to tell you if there is an issue with those selected receiving email notifications.
We will be using an Alert as our example - please note that the Tasks feature does not support the assignment of roles so will not be an option to select.
Below is a standard example of an Alert that has been linked to various people and Roles.
The indicator icons next to each value are red, orange and green. Green indicates that there is no issue and that recipient will receive the notification, the Yellow and Red icons alert that there is an issue and that recipient will not receive the notification.
Fig 1- Information Indicators
If you hover over the icons a pop up will appear explaining what the issue is.
Recipient is an External Person
Fig 2 - External Person error
An External Person is someone who is not linked to an Internal Party. By default, all accounts are set to allow External People to receive Alert and Task email notifications so the indicator normally would be Green.
If you would like your Alert and Task notifications to only trigger to Internal People as they may contain sensitive information then you can adjust the setting for the account in the Configuration area:
Manage Account Configuration => Alerts => Allow external People to receive Alerts?
Manage Account Configuration => Tasks => Allow external People to receive Task email notifications?
Adjust the below settings to 'No' and then only Internal recipients will receive Alert or Task notifications, in this instance the indicator would then be Red,.
Fig 3 - External Person Alert setting
It may be the case where the recipient should be an Internal Person but is not set as such, this may have been an oversight when creating the Person or User record and a link to an Internal Party has not been made.
Here you must go into their Person record and link them to an Internal Party. Edit the 'Party' field and use the Drop down list to select the correct Party.
Note: If no value is populated within that Party field then the Person is classed as 'External'
Fig 4 - Internal Party link to a Person record
You can use the Magnifying glass icon to display the 'Find' screen that can help you identify the correct Party record. An internal Party is indicated as such in the 'Find screen by the Internal icon
Fig 5 - Internal Party indicator Icon
Once the internal Party against the Person record is set then the Red x will change to a Green tick.
User has switched off notifications
Fig 6 - User notification disabled error
Each User can control what individual notifications they receive via their profile setting. Click the profile icon on the to right of the screen and then choose the 'Setting' option, you will see the below screen.
Fig 7 - User settings
Users can deactivate/activate individual notification setting via the 'Email Notification' options. If unchecked, they will not receive notifications for that option. Ask the User to check their settings and enable the Alert and/or Task option. Once ticked, the Red x will change to a Green tick.
Email is disabled
Fig 8 - Email disabled error
All Person records have a 'Communication Enabled' checkbox on the form. By default, every record has this checkbox ticked and set to 'Yes'. However, it could have been manually changed or if a Person has opted out of receiving emails from the system then this will be set to 'No'.
Fig 9 - Communication Enabled switched off
Go into the recipients Person record and ensure that the field 'Communication Enabled' is ticked. Once ticked, then the Red x will change to a Green tick.
User is Deactivated/Archived
Fig 10 - Deleted/Archived Users
If a Person has been assigned to the Alert and has since been Deleted or Archived then they will no longer receive email notifications.
Fig 11 - Archive Vault
They should either be removed from the record or restored from the Archive or recycle Bin. Once done the Red x will become a Green tick.
Orange Information Messages (Alerts only)
If you have have multiple People assigned to a Contract with the same Role, i.e. Contract Manager.
If you then create an Alert and assign that Role to it, if there is anything wrong with one of those People assigned to the Role it will give an orange warning.
Below I have 2 people assigned to a Contract all with the Role as Contract Manager.
Fig 12 - Multiple People assigned as Contract Manager
After I create the Alert and assign it to the Contract Manager Role an Orange warning is displayed. The hover will detail which recipients will not receive the Alert and why.
Fig 13 - Orange Information Indicator
You will need to make adjustments as detailed above to ensure the recipients receive the Alert.
The Alert and Task Summary screens and sub tab summary screens will display these information indicators so you can see straight away if there is an issue with one of your recipients.
Fig 12 - Alert summary screen
Fig 14 - Alert sub tab summary screen