To receive notification when the Purchase Order is voided
Content was last updated in 06.22.01-00
Revision History
Version No. | Reference No. | Changes |
06.22.01-00 | MAIN-3188 | |
NA | NA | Rule set up to receive a notification when Purchase Order is voided |
This rule allows the recipients to receive a notification( via e-mail or in the mail box in R2 labor application) when the PO is voided.
The condition and the rule that triggers the notification should be pre-configured in the system.
Lets get started.. First step is to define the data source condition.
Define Data Source Condition
Go to R2 Labor> Navigation bar> Manage> Date Source Condition tab.
Key in the values and select the data source condition as shown below.
Figure 1.0: Data Source Condition
Table 1.0: Data Source Condition details
Fields | Description |
Condition Name | Provide a name for the condition. |
Data Source Description | Select the Purchase Order data source from the dropdown. Once the data source is selected, system pulls the required values, and these values helps you to define the condition. |
Active | Select the checkbox to make the condition active. |
Applicable For | Select Rules from the dropdown. |
Expand Conditions.
Click Add.
Figure 1.1: Data Source Condition
Define the condition. You have to define two conditions here as shown below.
Figure 1.2: Data Source Condition
Table 1.1: Condition details
Column | Value to be selected from dropdown |
Field | Select Status from the dropdown. |
Criteria | Select Equal |
Is previous value | Select False |
Compare column | Select Cancelled value from dropdown |
Value | NA |
Ignore Time | Select False |
Relational Operator | NA |
Once the condition is built. Click Save button.
Exit the window.
You are done with the condition part!! Lets move to add the general details for the rule.
General details for the rule
Provide the basic information of the rule here.
Figure 2.0: General details
Table 2.0: General details
Column | Description |
Rule name | Provide a name to rule. |
Deliver on Desktop | Select the checkbox to receive the notification in the R2 Labor application mailbox. |
Data Source | Select Purchase Order from dropdown. |
Action | Select the required option from the dropdown as required. This field is used to notify the recipient what type of action it is. You can see the selected action type displayed in the mail box as shown here. |
Category | Select the category the rule belongs to. |
Severity | To set the severity of the notification by setting to Low/Normal/High. |
Deliver on E-mail | Select the checkbox so that the system delivers the notification to the recipient's e-mail id. |
Conditions | Click to select the condition from the list and click Apply icon. |
Becomes Active | Select Immediately checkbox. |
Active | Select the checkbox to make the rule active. |
Once this is finished, the next step is to add the recipients.
Add Recipients
In this section, you can add the stakeholders who are intended to receive the notification when an action happen.
In the rules edit window, expand Recipients.
Click Add.
Figure 3.0: Recipients section
Tag the recipient who need to receive the PO voided notification.
Figure 3.1: Tag recipients
Table 3.0: Recipients Columns
Columns | Description |
Owner Type | Select Data Source Fields from dropdown. |
Recipient | Select Employee from dropdown. |
Mandatory | This column allows you to make the recipient mandatory to receive the notification. Select the checkbox: System triggers the notification to the recipient irrespective of whether the recipient is subscribed/unsubscribed for the respective notifications in the My Events section. Clear the checkbox: System will not trigger the notification to the recipient irrespective of whether the recipient is subscribed/unsubscribed for the respective notifications in the My Events section. |
Site Specific | It allows the system to send the notification to the recipients based on the site tagged to the respective recipients. For example: Assume, a recipient is tagged to ‘Site A’. If a change happens in the ‘Site B’ then system will not send the notification to the recipient whose tagged site is ‘Site A’. The notifications triggering to the recipients can be set based on Site Specific. Select the checkbox: When a change happens to the recipient tagged site, then the system triggers the notification. Clear the checkbox: When a change happens in any site, then the system triggers the notification irrespective of the recipient tagged site. |
You are left with the last one step to complete the rule set up i.e. setting the content to the notification.
E-mail Template
In this section, you can set the content and tag the required fields to display in the notification when a rule is triggered.
In the rules edit window, expand E-mail Template.
Click Add.
Figure 4.0: E-mail template section
Create the content using 'Standard Fields' as shown below.
Figure 4.1: E-mail template window
Table 4.0: E-mail Template Fields
Fields | Description |
Name | Provide a name to the template. |
Subject | Provide a subject to the notification. This field is a free form text and you can type the subject line as required in the subject field and you can also use the tags in the subject using 'Standard Fields' field (For example: Select Order number and description tags to display these information in the subject). |
Type | You can set the content for Desktop notification and E-mail notification individually. E-mail: If you have selected ‘Deliver on E-mail’ checkbox in general details section of the rule, then when a notification is triggering, system picks the template set for type E-mail. R3: If you have selected the ‘Deliver on Desktop’ checkbox in general details section of the rule then when a notification is triggering, system picks the template set for type R3. If both checkboxes are selected then system picks respective template when triggering the notification. |
Language | Select the language so that the recipient receives the content in the selected language. |
Standard Fields | Select required values from dropdown to display in the notification content. |
Content area | You can use the standard fields and create your content to display in the notification. |
Sample Workflow
Login to R2.
Create a Purchase Order.
Add the items.
Provide the Unit price if required.
Select the Vendor from the dropdown.
Select the Authorizer from the dropdown.
Set the approved status as Pending and save the purchase order.
Figure 5.0: Purchase Order created
Void the PO.
Figure 5.0: Void the purchase order
A notification e-mail will be sent to the recipient e-mail Id.
Figure 5.2: Purchase Order voided e-mail