If the Administration > Notifications menu shows Email Notifications rather than Notifications, refer to Setting up automated mobile and email notifications.
Notifications are automated messages that remind users to complete Replicon tasks. For example, you can enable messages that automatically notify users when their timesheet is due, or approvers when an item is awaiting their approval. Reminder messages can help keep item submissions and approvals on schedule.
Notifications can be sent by email, or as push notifications to those using Replicon Mobile.
Most notifications are disabled by default at the system level – you'll need to enable the ones you want to use. You can also create new notifications and edit existing notifications to meet your needs.
Users are assigned all enabled notifications by default. You can change which notifications are assigned to a user on the Notifications tab of their user profiles. You can also assign custom notifications to a group or combination of groups, and the notification will be sent to members of that group or groups only.
Replicon notifications can be set up in any language we support.
There are two types of notifications:
These are sent when an event occurs. For example, when a timesheet is submitted, the Approver: Timesheet is waiting for approval notification is sent to the approvers of that timesheet.
These are sent at a specified time. For example, the Employee: Timesheet is due notification can be set to be sent every Friday at 5 p.m. to remind users to submit their timesheets.
To edit or enable a single notification:
Enable and update the message content for all languages you use in Replicon.
Users will receive the notification in the language they’re set to use in Replicon, provided the version for that language is enabled.
You can enable both fields, if desired.
To enable multiple notifications at once:
The selected notifications are now enabled.
If the default notifications don't meet your requirements, or if you want to use customized notifications for specific audiences, you can create new notifications.
For example, you can create two different versions of the Employee: Timesheet is due notification to send to users in different geographic regions.
To create a new notification:
Choose the type of notification, and then the event that triggers the notification to be sent. For example, you can choose the Timesheet category, and 'Approved' as the event that triggers the message.
This automatically chooses a template to base the notification on.
Choose which template you wish to base your notification on, then select a frequency (if applicable) and a time.
In most cases, the To field will automatically populate with the applicable recipient type for that template. However, for Project-related notifications, you'll have to choose a recipient. You can only choose one for each notification -- if you need to send a notification to muliple recipient types, you'll have to create multiple notifications.
You can now use your notification in the same way as you’d use the default notifications.
An attribute is a placeholder for variable information. You can customize any notification by modifying the text and attributes that display. You can also add attributes in the subject line. For example, if the #first_name attribute is included in a notification, it will be replaced with the first name of the specific user receiving the message when the notification is sent.
Different email templates support different attributes. Insert an attribute into the body text of your message by clicking the Insert Attribute button and selecting an available attribute from the list that displays.
If an attribute is not listed for a given notification, you can't copy it from another template. It will not display the desired text.
The Employee: Timesheet is due notification contains the following default body text. The items beginning with # are attributes.
Please complete your timesheet for #period by #period_due_date.
When the message is sent to its specified recipients, the body text will look like this:
Please complete your timesheet for February 22, 2015 - February 28, 2015 by March 3, 2015.
Your Payroll Team
Notifications aren't enabled by default in trial versions. If you'd like to evaluate the notifications feature, please contact Replicon Support.
The New user welcome message notification is sent to each new user added to Replicon. This notification is sent to each user only once, when their profile is first created.
There is currently no direct way to re-send this notification. You could instead send individual messages to users.
Yes. If you use Replicon in multiple languages, you can write a notification’s content in each language you use. Plus, the text for each of our default notifications is available in each language Replicon supports.
Once you enable a given language for a notification, each user who is set to use that language in Replicon will be sent the notification in that language.
Yes. English is enabled by default for all notifications.
No. Only administrators can assign or unassign notifications. Be sure employees are assigned only the notifications you need them to have.
Yes, there is a When to Send Notification option that can be configured for each user on the Notifications tab in their user profile. This can help you comply with 'right to disconnect' legislation, or otherwise manage when notices are sent.