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Notification Template Configuration

Document Notification Templates are Microsoft Word-based documents notifications used to merge data from specific functional areas, such as permits, evaluations, and compliance actions. Document Notification templates are used to create a variety of documents, including letters, permits, and inspection reportsnotifications for activities such as item status changes, account-related notifications (expiring passwords, account invitations), and deadline reminders. Notification templates are most often used by System Actions and Notification Templates to create notifications on various event triggers, but other notification templates are triggered by system events, such as new user account creation.

In order to use the Document Notification Template editor, the AceOffix browser plugin must be installed on the client desktop browser. In addition, Microsoft Office must also be installed on the client computer. While notifications are composed in Microsoft Word, the templates are converted to HTML before sending as email.

For more information, see the Editing a Notification Template and Notification Document Template Syntax Guide topics.

To configure document notification templates, navigate to Admin > Document Notification Templates. This page displays a list of existing document notification templates.

Editing a

Document

Notification Template

To edit a template, click the Open button corresponding to the template to be edited. Or, to create a new template, click the Add New Document Notification Template button. In either case, a page opens on which the metadata associated with the template can be edited: 

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To edit the content of the document notification template, click the Edit button at the bottom of the page. The document notification template opens in an AceOffix window, which displays the document notification itself as an editable Word documentnotification, along with a list of merge fields available for insertion into the documentnotification. Usage of this Editor section is explained in the Editing a Notification Template topic.

Info

Note that, when editing a document notification template in the AceOffix window, a popup window will be displayed over the main nVIRO page, indicating that AceOffix is open in another window. 

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Previewing a

Document

Notification Template

Document Notification templates can be previewed to show how they will look when generated with real data. To preview a document notification template with data merged into it, do the following:

  1. Open the

    document

    notification template and click the Preview button at the bottom of the Configure

    Document

    Notification Template page. A dialog box opens, prompting you to specify an item from which to merge data into the

    document

    notification template. The type of item depends on the functional area in which the

    document

    notification template is being created. For example, if previewing a

    document

    notification in the Permit functional area, you will be prompted to enter a permit number. (When previewing a

    document

    notification, it is important to select an item–a permit, in this example–that contains data in the merge fields that are used in the

    document

    notification template. Otherwise, these fields will appear blank when the

    document

    notification is previewed.)

  2. The

    Document

    Notification Template Preview window opens in read-only mode and any merge fields that were added to the

    document

    notification template are replaced with the data in those fields. 

  3. Click Cancel to close the

    Document

    Notification Template Preview window.


The following fields are available on the Configure Document Notification Template page:

Template

Field

Description

Details

Notification Name

The name of the

document

notification template

Template

Notification Description

A description for the

document

notification template. The description is not displayed outside of the Administrative screens.

Security ClassificationSpecifies the security classification that will be assigned to the document upon generation. Options are limited to Public or Internal. Public documents will be available to public/external users upon being published, whereas Internal documents are only ever visible to internal staff.

Functional Area

Indicates the functional area for the

document

notification template, such as Permit, Schedule, Application/Request, etc.

Notification Subject

The subject line of the generated notification email

Sent Notification Retention Period / Retention Period Date Interval

The period of time the system retains copies of sent notifications. Notifications are purged after the retention period lapses. Notifications are deleted after the retention period whether the message has been read or not.

A blank Sent Notification Retention Period will retain notifications indefinitely

Program Area

Specifies the template's program area

(s) in which the document template is available. If left blank, the template will be available across all program areas.Document

. Setting the program area filters this notification template to only be available on System Actions for the matching program area.

Notification Category

Specifies the

document

notification category into which the

document

notification template is organized.

Document categories

This setting is not currently used. Categories are defined by functional area and are created and modified in Admin > Lookups > Document Categories.

Base

Notification Datasource

The name of the datasource containing the merge field list; this determines which database fields are available to insert into the

document

notification template. The available datasources are based on the selected functional area. 

Form Datasources

Indicates which nFORM form's fields can be merged into the document template. Side BarActive/Inactive

Activates or inactivates a template. Once inactive, the template can be deleted from the Document Template List, if desired.

Also, when a template is active, any edits made to the template will, upon saving, trigger a dialog box that prompts the user to describe the edits made. To avoid having to repeatedly fill out this dialog box during editing, keep the document in the Inactive status while main editing is being done, and only change it to Active when editing is complete and the document is ready to be used.

View HistoryDisplays a list of changes made to the document template metadata over time.Options (for documents generated from the template)Allow multiple documents to be finalizedIf unchecked, only one generated document based on this template is allowed for a given entity.If checked, an event will be created with the Event Type "Document Generated" when a document is generated using this template.Allow security classification changesWhen checked, the security classification of documents generated from this template may be changed. When unchecked, documents that have been generated from this template cannot have their security classification changed. Allow file name changesIf checked, users will be given the option to type a name for the generated document before it is generated. If unchecked, the name of the generated document will be the same as the template name.
Standard Document

The names of Form datasources (e.g., application forms, program component forms) to pull into the notification template in order to make corresponding form fields available to insert into the notification template.

Standard Notification Template Fields

See the Editing a Notification Template page for a complete list of fields available.



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