Cross Module - Notification Agenda Action Type

Overview

Often while building a proposal a researcher may indicate something in their document that should be brough to the attention of the Sponsored Programs office, or other individuals immediately. While the FYI action can notify offices during routing, it would often be beneficial to alert administrators more quickly in specific business scenarios. The KRMS Agenda can be configured to send a notification immediately after a specific set of data is entered into a Proposal Development document, so there is no delay in taking appropriate action.

Note: This functionality only works if Parameters - SEND_KRMS_ON_SAVE_KC_NOTIFICATIONS is set to true.

Creating a Custom Notification

The first step is creating a custom notification in the system. Since this ad hoc notification system is only available for Proposal Development be sure to add your custom notification to the Development Proposal Module.

Navigate to All Links and search for Notifications

Press the Create New button in the upper right hand corner of the screen.

Complete the following fields

• Document Overview Description: Enter a description for your maintenance document.
• Notification ID: Assigned by system and cannot be edited.
• Module Code:  Always select Development Proposal for notifications being linked to a KRMS Agenda
• Action Code:  This field is only used by out of the box notifications.  You can assign any value NOT in use by an out of the box notification.
• Description:  Description of the notification purpose.
• Subject:  The text that will be used for the Subject of notification email.
• Message:  The text that will be used for the content of the notification email.  You can use HTML formatting and Notification Tokens to pull associated record information.
• Email Only:  If checked, it will only send the email notification to recipients and not generate a workflow Notification request in their Action List.  If unchecked, both an email and workflow Notification request in their Action List will be created; and a corresponding workflow email. NOTE: this functionality will only work if parameter EMAIL_ONLY_NOTIFICATIONS_ENABLED is set as true; otherwise it will not send emails if this is checked but the parameter is set to false.
• From Address:  If the Email Only is checked, you can specify a different From Address in the email that sends out instead of the standard FROM address configured in the EMAIL_NOTIFICATION_FROM_ADDRESS parameter.  This will only be used if 'Email Only' is checked.  If blank, it will use the from address configured in the parameter.
• Prompt User:  If checked, the notification when triggered will bring up a popup window so the user can edit the content/recipients on that specific notification and then send.  If unchecked, it will send automatically how it's configured.  Not applicable to Ad Hoc notifications.
• Active:  If checked, the Notification is active and being sent in the system if triggered.  If unchecked, it will not send the notification.
• Edit Notification Recipients: List anyone who should receive this notification when it is sent.

Press Submit

Create an Agenda

Follow the instructions in the Cross Module Functionality - Basic Rule Setup article. For this action you will use the Unit Agenda type. Once you are done setting up your Agenda and rule select the KC Notification Action in the Action Panel. Complete the following fields:

• Notification ID: Search for and return the notification you created above.
• Name: This must be a unique name for this action.
• Description: A description of what this action is for to aid future administrators.

Add your rule and finalize your agenda.

Every time a Proposal Development document is saved the KC Notification rules will be checked and whenever the logic defined in the Proposition of a KC Notification rule is true the linked notification will be sent by the system. Each notification will only be sent once to avoid duplicates.

Note: Some common use cases for this functionality are sending a notification if a PD document is created too close to the deadline of a proposal. This can be checked with the Check if the proposal create date plus a number of business days is not before proposal's deadline date function. You could also send an immediate notification if certain compliance items are indicated, or when your sponsor placeholder is entered on a proposal.