TrackVia notifications for “power” users

trackvia_notifications_power_users

TrackVia notifications are the single best way to keep users up to date with what is going on inside your application. They make workflow easy by alerting the appropriate people of changes made to records in real time by sending them an email with the exact details as to what has changed. This email also provides the user with links that they can click on to open up the record or view within TrackVia.

If you are just getting started with TrackVia notifications, feel free to check out our knowledge base article here. If you are already using TrackVia notifications then this blog post is for you! We will discuss several features and tricks you can use to get the most out of your notifications moving forward.

Muting TrackVia Notifications

This could be the most overlooked feature of notification rules! If you have a notification rule set up that you no longer wish to receive, but know that you will need it in the future, you can simply “mute” the notification rather than deleting it. This will save you time and effort later down the road when you need decide you want to start receiving the notification email again. You will simply need to un-mute it rather than create the whole thing over again. Simply click on the audio icon shown in the screenshot below:

trackvia_notifications_screenshot

Placeholders

Placeholders can greatly improve the experience a user has when they receive a notification email. Placeholders allow you to customize the From Name or the subject line of the notification email simply by adding curly braces around a system generated field name. Below is a list of the allowed placeholders and what they do:

{changedByUser}TrackVia user who made the change
{recipient} TrackVia user receiving the notification
{updateTime} Date and time the change occurred
{identifier} Exact Record ID of the changed record
{viewName} Name of the view the notification is based on
{itemName} Table item name: “record”
{itemNamePlural} Plural table item name: “records”

For example, you could set the From Name to {changedByUser} and the Subject as “The record for {identifier} was changed!”

Sending TrackVia Notifications to Assigned Users

This is the most powerful aspect of TrackVia notifications. Let’s take the following situation as an example. You have an activities table. This table allows you to log activities and assign them to a specific user within your account by choosing their name in a TrackVia user field. Now, you want to set up a notification rule that will send an email to the user that is entered into the TrackVia user field whenever a new activity is added. The key point here is that you only want the assigned user to get the email. Rather than setting up multiple notification rules, one for each user that it could be, you can simply combine the current logged in user filter with a notification rule to accomplish this. This is a two-step process:

1. Create a view that uses the “is current user” filter. You can find more information about setting that up here.

2. Create a notification for that view and include all recipients that may be assigned to records. You can either do this by selecting a role that they are all a part of or by selecting everyone individually. While you are setting the notification up to send to everyone, it will only be delivered to the user that was assigned to the record that triggered the notification.

Using TrackVia Notifications to Keep Track of Deleted Records

Occasionally, someone will contact TrackVia support and ask us to find information about records that were deleted from a table. An easy way to keep track of this yourself is to use a notification rule. You can simply set up a notification rule on the default view to alert you whenever a record leaves the view (was deleted). This will send you an email of who deleted the record as well as all the field values in case that record needs to be recreated.

What Triggers a Notification?

Ever wonder why one of the notifications you set up is not being sent out? The most likely reason is that the record itself it not being modified directly by a user. There are two common scenarios where this criteria is not met. 

1. TrackVia notifications are never sent out based on the passage of time. For example, let’s say that you have a view that contains all tasks due today (based on a due date field within the task). You cannot set up a notification rule to send out an email when tasks enter this view because nothing is being physically changed in the record.

2. Changes in a parent or child record will not trigger a notification rule to send out. Again, this is due to the fact that nothing is being physically changed in the record itself.

Hopefully you learned some valuable information about TrackVia notifications, as they are a very powerful tool and can improve process and workflow! If you have any questions, leave a comment below, tweet us @trackviasupport, or visit our knowledge base at help.trackvia.com.