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A "List of Notifications" is a table in the body of an email where the recipient(s) receive only the Sage information that needs their attention (called "Notifications"). Each row is an item in Sage that needs attention, and the columns display the relevant information about each item. Examples include:
▪Vendors with insurance expiring in the next 30 days, which insurance type is expiring and the Vendor's contact information
▪AR Cash Receipts entered today, the amount of the Cash Receipt, and the invoice(s) they're associated with
▪Costs posted to a closed Job, when the costs were entered, and the updated Job totals
▪Employees with an upcoming work anniversary, their original hire/rehire date and how many years they've been with the company
How it Works
The following takes place when a Task sends a list of Notifications:
1.MyAssistant looks in Sage and builds a list of items you choose. Examples include:
▪Jobs
▪AP Electronic Payments
▪Vendors
▪Payroll Checks
▪Customers
2.The list is filtered to only items that meet the Condition's criteria. The items that remain are your Notifications. Examples include:
▪Jobs not billed in the last 45 days
▪Cost Codes over-budget by $500 or more
▪Employees without an email address in Payroll
▪AR Invoices more than 30 days old that aren't fully paid
3.MyAssistant identifies who should receive each Notification
4.MyAssistant creates a separate email for each recipient
5.The Notification list is built in each message using the columns you choose in the Email Step
6.Each recipient is emailed their list of Notifications
How to Send a List of Notifications
You'll select the following when setting up a Task to send a list of Notifications:
▪What information to look for in Sage
▪Criteria to filter your list to only items that need to be sent
▪Who should receive each Notification
▪What information to show for each Notification (i.e. the columns in the list)
Many prebuilt Tasks are already set up to send lists of Notifications -- click here for how to use prebuilt Tasks. Perform the following to create a new Task to send a list of Notifications (with links to more detailed steps):
1.Create a New Task: Click the "New" button in the main MyAssistant window
SCREENSHOT?
2.Choose What to Send: Select "List of Notifications" in the first field of the What to Send step, then pick what you want to send a list of in the body of the email in the next. For example:
▪Select "JC Job" to send a list of Jobs
▪Select "AP Vendor" to send a list of Vendors
▪Select "PR Employee" to send a list of Employees
▪Select "SM Invoice" to send a list of Service Management invoices
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Tip: Click here for a table reviewing the different records where Sage stores information, based on where you enter or work with it in Sage.
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3.Choose How to Filter Your List: Select a prebuilt Condition to filter your list on an existing criteria, or choose create a new one. Examples of prebuilt Conditions include:
▪JC Jobs not billed in a specified number of days
▪AP Invoices not fully paid
▪PR Employees missing an email address
▪SM Work Orders completed and not billed
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Note: The list of available prebuilt Conditions automatically filters itself based on your "Send a list of" selection.
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4.Set Your Filters: Create or customize the criteria in the Condition step to ensure the emailed Notification list is filtered to only the items you want. Examples of Condition criteria include:
▪The total "Job-to-Date Cost" on a Job must be greater than its "Total Estimate"
▪A Vendor's most recent invoice must have been in the last 180 days
▪An Employee has either an "Telephone" or "Mobile Phone" number in Payroll
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Tip: Click the "Preview" button at any time in the Condition step to see what information in Sage meets your Condition's current criteria.
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5.Choose How Often to Check Sage: Add a Schedule to set when the Task should automatically check Sage for information needs to be sent. If a Task runs and no Sage information meets the Condition's criteria, no emails are sent.
6.Create the emailed list: Select what information will show for each item in the list by adding Sage fields to the Notification List Builder at the bottom of the "Email" step.
7.Identify who should receive the list: Enter the recipients that should be emailed. An Email Directory can be used to send each recipient a list of only their items (for example: send each Project Manager only their Jobs).
8.Finish setting up the Task: Confirm the settings in the Task Options step and finish Task Setup
Related Links
Task Setup
What to Send - Send a List of Notifications
Conditions
Email a List of Notifications
Recipients
Email Directories
Conditions
Where Information is Stored in Sage
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