Recipients
Recipients refer to the people or groups who will be the target of the action triggered by the rule when specific conditions are met. When you're setting up rules, you define who will receive the outcome of the rule (notification, email) based on certain triggers and conditions.
Go to Rules > Select Edit/Create > Select Recipients > Click Add. A row gets added when you click add, then select fields required from dropdown.
Figure 1.0: Recipients
Fill in the below fields to add recipients to send notification to:
This Allows you to specify who will receive notifications based on criteria like employee, department, user role, or external email addresses. You can set conditions, choose notification preferences, and ensure the right people are notified at the right time.
You can add recipients by clicking the Add button which adds recipients in new row.
1. Recipient Type
This field determines who will receive the notification based on the selected category. You can choose from the following options:
Employee: Select specific employee(s) to receive the notification.
Department: All employees within a specific department will receive the notification.
Data Source Fields: Select employees based on specific fields (like job title, location, etc.) from an entity.
Position: Select employees holding specific position(s).
Contact: Notify contacts based on selected fields from the entity (e.g., customer, vendor contacts).
Others: Specify external email addresses (not related to employees) to receive the notification.
2. Recipients
Choose multiple values for the selected Recipient Type.
For Employee, you can select one or more employees.
For Department, select the department (e.g., Marketing, IT).
For Others, type in specific email addresses.
Example: If you are sending an email to a specific department, you would select Department as the Recipient Type and then choose the relevant department.
3. Conditions
Define the conditions that must be met before notifying the recipients. These Conditions field displays a list of available conditions based on the Rule entity selected. Consider if selected condition is “Purchase Order” then, you are one the employee of the selected approval level, then you will get notified.
4. Force Notification:
Force Notification ensures that the notification is sent under all circumstances, regardless of other conditions.
Force Notification (True): Sends the notification even if other filters or conditions might prevent it.
Force Notification (False): Sends the notification only if the conditions defined in the rule are met.
Force Notification does not apply to Recipient Type 'Others'.
5. Site Specific:
Notify recipients only if the Site matches (for example, if the action occurs in a specific branch).
Example: "Notify the employees at 'Site A' when a new order is processed.”
Site Specific is not applicable to Recipient Type 'Others'.
6. Language:
Specify the language for the notification when Recipient Type is 'Others' (e.g., if you're sending an email to a customer with a specific language preference).
For employee-based notifications (Employee, Department, Position, etc.), the system will use the language from the Employee profile.
7. Delete:
You can delete recipients by selecting the Delete button.