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MyAssistant Tasks can be set up to only send emails when information in a field in Sage has changed. It works by tracking the value(s) in the Sage field(s) you select every time the Task runs. If any of the tracked fields have a different value than the last time the Task ran, the recipients are sent an email of the change, including the old and current values for the field(s). Examples of using "Notify on Change" include being notified when contact information on a Job or Vendor has changed; or when an Employee's pay rate has changed.
The following steps outline how to set up a Task to send a list of information that has changed in Sage:
1.Create a new Task: Click the "New" button in the main MyAssistant window to create a new Task
2.Pick what what information to monitor check for: Choose to send a list in the "What to Send" step, then pick what Sage records MyAssistant should track for changes (for example: PR Employee Pays in order to monitor rates).
3.Choose which items to send: Use a prebuilt or create a new Condition in the "What to Send" step (for example: PR Employees currently employed). The Condition will find all items in Sage, but settings in later steps will only send emails when something has changed.
4.Set criteria of which items to send: Create or customize the Condition in the "Condition" step to ensure MyAssistant is looking for the right information
Important: It is encouraged that the Condition be as simple as possible (for example: Employee ID is not blank) to ensure that no information is unintentionally excluded from emails sent by the Task. Again, the Task Condition will initially find all items -- not just what's changed. This is expected.
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5.Schedule how often to check for changes: Specify if the Task should run on a Schedule in the "Schedule" step.
Note: Because the Task (when finished) will only send emails when information in Sage has changed, it can be ran on a more frequent basis than how often emails should be received. For example, a Task could be run multiple times a day every day of the week, but emails will only be sent when an Employee's Pay Rate changes.
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6.Create the list: Select the list's columns by adding Sage fields to the table at the bottom of the "Email" step
7.Select the fields to monitor: Right-click on the column heading in the Notification List and select "Notify on Change" for the fields that should be monitored (for example: the "Rate" field off the PR Employee Pay record). Repeat for any other fields in the Notification List that should be monitored for changes.
8.Choose who to email: Specify the recipients that should be emailed when information changes in Sage.
9.Close the Task: Name the MyAssistant Task and click "Finish" in the bottom-right to close Task Setup.
10.Prime the Queue: Click "No" when prompted to run the Task and send Notifications after finishing Task Setup (the Task will still be activated). Next, select the Task in the main MyAssistant window and click "Run" in the ribbon. Running the Task but not sending any emails will identify all the information (for example: Employee Pay Rates) currently in the Sage, and the values for the fields being monitored. If the Task were to be run again, the number of Notifications would be zero (because no information in Sage changed between Task runs). This ensures going forward that recipients will only be emailed when information has changed in Sage.
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