Overview
System and scheduled notifications are pre-configured notifications that will automatically send out to users when specific actions occur in a portal.
There are currently 38 system and 10 scheduled notifications set up in the system. These notifications are automatically sent out from your portal when certain conditions are met.
If your account permissions include Access to Config, Access to System Notifications and Access to Scheduled Notifications, you can view the current settings for each notification in Config > System Setup > System Notifications and Config > System Setup > Scheduled Notifications.
You aren’t able to edit the email content for system-generated notifications directly in your portal, so if this needs to be modified, please contact our Support Team.
Access required
You will need to have ‘Access to System Notifications’ and ‘Access to Scheduled Notifications’ enabled in your user account permissions to view the System Notifications and Scheduled Notifications screens in Config > System Setup.
If you’re a System Administrator, this access will be granted by default. If you have a different access level, you’ll need to have these permissions added.
Configure System and Scheduled Notification Messages
By default, the system and scheduled notifications have been configured to send as an email. These messages can't be configured by end-users. Please contact Support if you need these messages customised.
If you have SMS communications, you can configure an SMS version of the outgoing notification in Config > System Setup > System Notifications. There is a 160 character limit on SMS messages.
Set up the SMS Message Content for a Notification
If SMS communications are enabled in your portal and used for your system or scheduled notifications, you will also be able to modify the SMS message content for each notification yourself. You can customise the SMS message sent out for a system notification by entering a combination of free text and tokens in the 'Message' field.
When configuring the SMS notifications for your portal, there are some things to consider:
- A single SMS has a character limit of 160 characters.
- The tokens included in the Body of the Email Message section can be used when setting your SMS content, however some tokens may not be usable in SMS format due to constraints (eg character length)
- The email messages in Astute contain HTML code that won't replicate in SMS format (eg Approve and Reject buttons for timesheets, leave, or expenses). When setting the SMS configuration, you may like to direct users to log into their portal or check their email for more information.
Select a Send Method
For each notification template, you can set the Send Method. This controls how a notification is delivered to your users.
Only send SMS |
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Only send Email |
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Send SMS if we can, otherwise Email |
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Send Email if we can, otherwise SMS |
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Send both SMS and Email |
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Do not send this notification |
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Force Send
The ‘Force Send’ checkbox controls whether users will be sent notifications via the selected Send Method, even if this method isn’t enabled for them.
If ‘Force Send’ is ticked and a user has a valid email address or mobile number in their profile, they will receive the notification regardless of their communication preferences.
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