This section describes the process of setting up the task for sending the Request Confirmation emails.
Ideally you will have set up your Request Confirmation notification template before doing this, but it can be done from within this process as well.
Note that a template has to be created for each office that you want to use this function in, or you may want to allocate the same template to all offices.
To access the tasks, select System Management > Task Centre > Task Maintenance.
The following screen displays:
The screen displays any tasks already defined. By selecting from the drop-down lists in the Search Filter, you can limit the display to:
- types of task (Notifications, data maintenance, etc)
- task owner
- accessibility (Private, Shared, etc)
- status (Enabled, Disabled)
When you open the Task Centre for the first time, you will see a task already defined: "Complete expired catalogue requests". This is not related to the Request Confirmation process, and so can be ignored here.
From here you can:
Unlike overdues, there is no need to set up a schedule for Request Confirmation notifications, as the emails are sent immediately that a request is made by the user.
To create a task for processing Request Confirmation notification emails, click Create task in the Actions menu.
The following screen opens:
The General Settings allow you to define overall settings for the task:
|Task Active||Leave this option ticked if the task is to be active; un-tick if not|
|Task Description||Enter a name for the task, such as "Request Confirmation notification"|
|Task Accessibility||Select whether the task is private (only visible to you) or can be seen by all staff|
Task specific settings
When you click on this tab, the following screen is displayed:
- Select the task type "Notifications" from the drop-down list.
- A second drop-down list then appears: select "Request Confirmation notification".
You will now see the office selections:
- Select which office this notification is to apply to, by selecting from the drop-down list.
- You also need to select the template which is to be applied: click Select next to the type of request. (If you do not use all request types, leave the ones you do not use blank.)
The following selection screen appears:
- Select the correct template by ticking the box and then clicking Select template in the Actions menu.
- Alternatively, you can create a new template here if you have not already done so, by clicking Create new template.
Either way, you are returned to the main screen, with the template name displayed:
Next click on the Export settings tab. The following screen displays:
Select the following options:
|Standard||This is set to "Soutron" and should be left unchanged|
|Report Format||This is set to "HTML" and cannot be changed|
|Receive Method||This is set to "Mail" and cannot be changed|
|Report File Name||Enter a name, such as "Request Confirmation notification"|
|Report Compression||Leave the compression as "None"|
|Email data delivery method||This is set to "Include data as attachment" and cannot be changed|
|Mail To:||This is automatically generated by the mailing process and should therefore be ignored|
|Mail CC:||Enter the email address of the person to whom emails should be CC'd, if any|
Enter the email address of the person to whom emails should be BCC'd, if any
|Mail Subject:||Enter a subject, such as "Request Confirmation"|
The email is sent to the user's email address as defined in their user record.
The email "from" address is defined in an external config file during the installation process.
Finishing the process
When you have finished, click Save in the Actions menu, or Save and Exit to return to the list of defined tasks:
The task is now defined and active, and will run with immediate effect.