Create and Configure Notifications

With Borealis, you can configure different types of notifications that you will receive as emails. These notifications may be configured as reminders for overdue tasks, assessments, and so on.

Note that Borealis comes with pre-embedded notifications that you simply need to activate.

Create a Notification

  1. Click on the "Configuration" icon in the application menu and select "Email Notifications".
  2. Click on "+ Create"
  3. Enter a meaningful name for your notification and select the form that will be used to extract criteria for the notification settings
  4. Set up the rules for your notification (see more details below)
  5. Access the "Email Configuration" tab to add the notification recipients and personalised content (see more details below).
  6. Click on the "Workflow" button in the upper right corner and select "Activate". This last action activates the notification in order to send an email to all recipients when the triggering conditions are met.

Set up rules for your notification

Notifications are launched according to specific rules configured when defining the "Trigger". Two options are available:

Option 1: Triggered on a date (reminder)

You may use this option when you plan to send the notification according to a specific date or date scheme.

Here are the related fields defining this rule:

  • Date to compare to
  • Number of days
  • Before or after
  • Repeat
  • Send only when status of record is

Borealis_Configuration_Notifications_Rules_Trigger_Date_5-35.png

Once you filled in the required fields, please review the explanation displayed at the bottom of the section. This is an automatically generated summary of the configuration you have just completed. Once you agree with the settings, you may save them and activate the notification through the Workflow button.

Option 2: Triggered by an action (instantaneous)

You may use this option when you plan to send the notification according to a specific action (creation of task, change of status of a grievance, etc.).

Here are the related fields defining this rule:

  • Limit to 1 email per record per:
    • 1 hour
    • 5 minutes
  • Action
    • Created
    • Updated
    • Deleted
    • (Other actions may be available depending of the form you initially selected)

Borealis_Configuration_Notifications_Rules_Trigger_Instant_5-35.png

Please note that most of the field values available in these lists are directly related on the form initially selected when the notification was created. You may always refer to the Summary section as reminder for this:

Borealis_Configuration_Notifications_Summary_Form_5-35.png

Configure the notification email

When configuring the email for your notification, please select the following parameters:

Recipients

Click on the "+" button to access the available options: 

  • Recipient type: please select one of the following options:
    • Profile: the selected user profile will receive the notification. Once you selected this option, you may specify a profile. In other words, this means all users whose access rights correspond to your selection will receive this notification.
    • User: only one specific user that you choose from the selection list will receive the notification.
    • Role: all users who are identified with the specific role chosen from the selection list will receive the notification. In other words, there may be different users receiving the notification since they may all play the same role, but it may be different from one record to another. For instance, relationship managers are different users playing this role for different stakeholders.
  • To/Cc/Bcc: this option is only available with the rule "Triggered by an action (instantaneous)." It allows you to identify multiple recipients in each To, CC or Bcc fields.

Notification contents

  • Subject: this is the subject of the email that will be sent to recipients
  • Body: this is the body of the email that will be sent to recipients

When dealing with multi-languages teams, please note that the default language associated to the notification is the one related to the user creating the notification. For example, if you create a notification while using the English version of Borealis, the newly created notification will be associated to the "English language".

Other languages

Click on the "+" button to access the available options:

  • Language: select the language to apply to the notification. This means that when you add a new language in this section, the notification will also consider these parameters. Only those recipients using this specific language to browse through Borealis will receive it in this way. If no language is set up here, all users will receive the notification in the same language, as previously configured.
  • Subject: this is the subject of the email that will be sent to those recipients using the selected language.
  • Body: this is the body of the email that will be sent to those recipients using the selected language.
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Depending on your requirements, scheduled reports may also be another way to automatically send information to users.

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