Frontline Inventory & Help Desk Management

Email Notifications Settings - Asset Management

The "E-Mail Notifications" section (under "Management" Quick Links) allows the administrative level to determine when e-mail notifications will be sent. When opened, the "Audits" panel displays by default; collective sections to manage include: Audits, Collection, Distribution, Status Approvals, Status Changes, Tag Due Dates, Transfers, and Warehouse Transfer Requests.

  1.  Navigation:
  2. Admin View
  3. "Management" Quick Links
  4. E-Mail Notifications

Audits

Click on the Audits dropdown within "Email Notifications," if not already selected.

Select Audit Compliance Notification preferences. (All boxes are disabled by default.)  

  Notify Site when Audit is Approved

When an audit is approved, an e-mail is sent to the primary site contact containing a link to the Audit Compliance Report. GrayLine.png

 

  Notify Audit Creator when Audit is Approved

When an audit is approved, an e-mail is sent to the primary site contact containing a link to the Audit Compliance Report. GrayLine.png

 

  Notify Audit Approver when Audit is Approved

When an audit is approved, an e-mail is sent to the audit approver containing a link to the Audit Compliance Report.

 
Select Due Date Notifications preferences. (All boxes are disabled by default.)  

  Notify Site of Audit Due Date (Nightly)

A nightly e-mail notification sent to the Site Contact regarding the due date of district assigned audits. Once the date is past due, the e-mail is no longer sent.

  • Notify Every ___ Day(s) Until Due Date: An e-mail notification set at specified intervals. If no value is set, an e-mail is sent nightly.
  • Begin Notification ___ Before Due Date: An e-mail notification set at a specified start date.

GrayLine.png

 

  Notify Site when Audit is Past Due (Nightly)

An e-mail notification sent nightly to the Site Contact regarding the past due status of district assigned audits. Once audit is approved, the e-mail is no longer sent.

  • Notify Every ___ Day(s) Until Audit is Approved: An e-mail notification set at specified intervals. If no value is set, an e-mail is sent nightly.

GrayLine.png

 

  Notify District when Audit is Past Due (Nightly)

An e-mail notification is sent nightly to the audit creator regarding the past due status of district assigned audits from their site. Once the audit is approved, the e-mail is no longer sent.

  • Notify Every ___ Day(s) Until Audit is Approved: An e-mail notification set at specified intervals. If no value is set, an e-mail is sent nightly.
 

Remember to click  Save once you are finished.

Click here to see image example.

Audits2.png

LineBreakArrowdkpurple.png

Collection

Click on the Collection dropdown within "Email Notifications," and review the following:

Select Collection Receipt Notifications preferences. (All boxes are disabled by default.)  

  Allow Sites to E-Mail Receipts to Staff

An e-mail notification is sent to selected staff member(s) with the Collection Transaction Receipt attached. GrayLine.png

 

  Allow Sites to Send E-Mail Receipts to Students / Parents

An e-mail notification is sent to selected student(s) with the Collection Transaction Receipt attached. GrayLine.png

 

  Automatically Send Receipts Nightly

An e-mail notification is automatically sent nightly for receipts collected within the previous 24 hours to selected staff member(s) / student(s) with the Collection Transaction Receipt attached. GrayLine.png

 

  Email Notification For

Select Staff, Students, or Parents from the E-Mail Notification For drop-down menu. GrayLine.png

 

  Subject Line

For each notification type above, enter an e-mail subject in the Subject Line field. GrayLine.png

 

  Text Editor

Enter text in the e-mail body using the Text Editor. 

 

Remember to click  Save once you are finished. *You can optionally enter an email address and click  Send Test E-mail.

Click here to see image example.

Collection1.png

LineBreakArrowdkpurple.png

Distribution

Click on the Distribution dropdown within "Email Notifications," and review the following:

Select Distribution Receipt Notifications preferences. (All boxes are enabled by default.)  

  Allow Sites to E-Mail Receipts to Staff

An e-mail notification is sent to selected staff member(s) with the Distribution Transaction Receipt attached. GrayLine.png

 

  Allow Sites to Send E-Mail Receipts to Students / Parents

An e-mail notification is sent to selected student(s) with the Distribution Transaction Receipt attached. GrayLine.png

 

  Automatically Send Receipts Nightly

An e-mail notification is automatically sent nightly for receipts distributed within the previous 24 hours to selected staff member(s) / student(s) with the Distribution Transaction Receipt attached. GrayLine.png

 

  Email Notification For

Select Staff, Students, or Parents from the E-Mail Notification For drop-down menu. GrayLine.png

 

  Subject Line

For each notification type above, enter an e-mail subject in the Subject Line field. GrayLine.png

 

  Text Editor

Enter text in the e-mail body using the Text Editor. 

 

Remember to click  Save once you are finished. *You can optionally enter an email address and click  Send Test E-mail.

Click here to see image example.

Distribution1.png

LineBreakArrowdkpurple.png

Status Approvals

Click on the Status Approvals dropdown within "Email Notifications," and review the following:

To be available, Lost Status Requires Approval and/or Stolen Status Requires Approval must be selected in District Settings > Inventory Management Settings > Tag Status.
Select E-Mail Notifications preferences. (All boxes are disabled by default.)  

  Lost

An e-mail notification is sent indicating tag status change to Lost. GrayLine.png

 

  Stolen

An e-mail notification is sent indicating tag status change to Stolen. GrayLine.png

 

  Please Select Email Recipient

Select an e-mail recipient from the drop-down menu.

  • District Admin / User: An e-mail notification set at specified intervals and sent to selected admins or admin users. Select District Admin / User from drop-down menu, and then select user from "Please select User" drop-down menu.
  • Primary Site Contact: An e-mail notification is sent to primary site contact.
  • Site Admins: An e-mail notification is sent to all site admins.
 

Remember to click  Save once you are finished.

Click here to see image example.

StatusApprovals1.png

LineBreakArrowdkpurple.png

Status Changes

Click on the Status Changes dropdown within "Email Notifications," and review the following:

Select tag status. (All boxes are disabled by default.)  

  Auctioned

An e-mail notification is sent indicating tag status change to Auctioned. GrayLine.png

 

  Disposed

An e-mail notification is sent indicating tag status change to Disposed. GrayLine.png

 

  In Repair

An e-mail notification is sent indicating tag status change to In Repair. GrayLine.png

 

  Lost

An e-mail notification is sent indicating tag status change to Lost. GrayLine.png

 

  Recycled

An e-mail notification is sent indicating tag status change to Recycled. GrayLine.png

 

  Return to Vendor

An e-mail notification is sent indicating tag status change to Returned to Vendor. GrayLine.png

 

  Sold

An e-mail notification is sent indicating tag status change to Sold. GrayLine.png

 

  Stolen

An e-mail notification is sent indicating tag status change to Stolen. GrayLine.png

 

  Surplus

An e-mail notification is sent indicating tag status change to Surplus. GrayLine.png

 

  Used for Parts

An e-mail notification is sent indicating tag status change to Used for Parts. GrayLine.png

 

  Please Select Email Recipient

Select an e-mail recipient from the drop-down menu.

  • Custom E-Mail List: An e-mail notification is sent to defined staff member(s). Select "Custom E-Mail List" from drop-down menu, and then then enter user email address(es) in the next field, separating each e-mail address with a comma.
  • District Admin User: An e-mail notification is sent to selected admins or admin users. Select "District Admin / User" from drop-down menu, and then select user from "Please select User" drop-down menu.
  • Primary Site Contact: An e-mail notification is sent to primary site contact.
  • Site Admins: An e-mail notification is sent to all site admins.
 

Remember to click  Save once you are finished.

Click here to see image example.

StatusChanges1.png

LineBreakArrowdkpurple.png

Tag Due Dates

Click on the Tag Due Dates dropdown within "Email Notifications," and review the following:

Select Tag Due Date Notifications preferences. (All boxes are disabled by default.)  

  Allow Sites to E-Mail Notifications to Staff

An e-mail notification is sent to selected staff member(s). GrayLine.png

 

  Allow Sites to Send E-Mail Notifications to Students

An e-mail notification is sent to selected student(s). GrayLine.png

 

  Notify Sites When Tags are Past Due

An e-mail notification alert is sent to a site when they have past due items. GrayLine.png

 

  Email Notification For

Select Staff or Students from the E-Mail Notification For drop-down menu. GrayLine.png

 

  Subject Line

For each notification type above, enter an e-mail subject in the Subject Line field. GrayLine.png

 

  Text Editor

Enter text in the e-mail body using the Text Editor. 

 

Remember to click  Save once you are finished. *You can optionally enter an email address and click  Send Test E-mail.

Click here to see image example.

TagDueDates1.png

LineBreakArrowdkpurple.png

Transfers

Click on the Transfers dropdown within "Email Notifications," and review the following:

Select Transfer Notifications preferences. (All boxes are disabled by default.)  

  Transfer Requires Approval

An e-mail notification is sent indicating action must be taken by recipient before transfer can be shipped/received.

  • Notify Every ___ Day(s) Until Approved: Indicates how often reminder e-mails will be sent. If no number is entered, the field defaults to zero.

GrayLine.png

 

  Transfer is submitted (Nightly)

An e-mail notification is automatically sent nightly for transfer requests submitted within the previous 24 hours. GrayLine.png

 

  Transfer is Denied

An e-mail notification is sent indicating sending party has refused transfer. GrayLine.png

 

  Transfer is Delayed

An e-mail notification is sent alerting recipient the transfer has been held up. This option is related to warehouse functionality and drivers. GrayLine.png

 

  Transfer is Ready to be Received

An e-mail notification is sent indicating action must be taken by recipient before transfer can be received at that location. 

 
Select Restricted Tag Notifications preferences. (All boxes are disabled by default.)  

  Notify Users who can Approve the Tag(s)

An e-mail notification is sent to the designated person(s) who can approve the transfer.

  • Notify Every ___ Day(s) Until Due Date: Indicates how often reminder e-mails will be sent. If no number is entered, the field defaults to zero.

GrayLine.png

 

  E-Mail Report to District Admins

An e-mail notification is sent to the designated administrators.

  • Send Every ___ Day(s) Until All Approved: Indicates how often reminder e-mails will be sent. If no number is entered, the field defaults to zero.
 

Remember to click  Save once you are finished.

 Transfer Notes

  • Notifications will be sent to the site contact's E-Mail.
  • The restricted tag notification is sent nightly to users who can approve the tag.
  • When "Transfer is Submitted" is selected, if the user who submitted the transfer is not the person who initiated the transfer, both the person who initiated the transfer and the primary site contact receive an email notification.
  • When receiving a "Transfer is Submitted" notification e-mail, warehouse administrators can view the contact information of the site user who submitted the transfer.
  • Users can approve or deny the transfer directly from the notification e-mail. To do this, click the link in the message that says, “To approve or deny this transfer, click here.” A new browser window opens displaying the Transfer Approval window.

Click here to see image example.

Transfers1.png

LineBreakArrowdkpurple.png

Warehouse

Click on the Warehouse Transfer Requests dropdown within "Email Notifications," and review the following:

Select Warehouse Transfer Requests preferences. (All boxes are disabled by default.)  

  Request Requires Approval

An e-mail notification is sent indicating a transfer request has been submitted.

  • Notify Every ___ Day(s) Until Approved: Indicates how often reminder e-mails will be sent. If no number is entered, the field defaults to zero.

GrayLine.png

 

  Request is Submitted (Nightly)

An e-mail notification is automatically sent nightly for transfer requests submitted within the previous 24 hours. GrayLine.png

 

  Request is Denied

An e-mail notification is sent indicating a transfer request has been denied. GrayLine.png

 

  Request is Approved

An e-mail notification is sent indicating a transfer request has been approved. 

 

Remember to click  Save once you are finished.

 Warehouse Transfer Request Notes

  • The district must have at least one warehouse enabled for the panel to display.
  • All e-mails sent regarding Warehouse Transfer Requests contain a downloadable link to the Restricted Tags Approval Report. The report contains the following information: Transfer Number, Created Date, Created By, Transfer Type, Origin Site, Destination Site, Restricted Tag, Days in Requiring Approval Status, Approver Name, and Approver E-Mail.
  • When "Request is Submitted (Nightly)" is selected, both the user who submitted the request and the user who created the request receive an e-mail notification, if different.

Click here to see image example.

Warehouse1.png