Configuring Message Tab

You can construct the notification's message to ensure that it contains the correct information for the recipient. For example, if a notification is sent to instruct you that a request requires your approval, the message should instruct you to log onto PPM and update the request status. Additionally, the notification should include a link (URL) to the referenced request.

The following features to make notifications simpler to configure and use:

  • Select from a number of preconfigured notification templates to more quickly construct the body of your message.

  • The body of the notification can be plain text or HTML.

  • Multiple tokens can be included in the notification. These tokens will resolve to information relevant to the recipient. For example, you can include tokens for the URL to the request approval page, information on request status and priority, and emergency contacts.

To configure the Message tab:

  1. On the PPM Workbench shortcut bar, click Demand Mgmt > Request Types.

    The Request Type Workbench opens.

  2. Open a request type.

  3. In the Request Type window, click the Notifications tab.

  4. Click New.

    The Add Notification for Step window opens to the Setup tab.

  5. Click the Message tab.

  6. In the Notification Template field, select a template.

    This updates the contents in the Body section with the information defined in the selected template.

  7. In the Notification Format field, select the message format.

    The HTML format provides more flexibility in creating the look and feel of the notification. You can write and test the HTML code in any HTML editor, and then paste the content into the Body window.

  8. Provide values for the From and Reply to fields, as follows:

    1. To the right of the From or Reply to field, click Choose.

      The Email Header Field window opens.

    2. Select the notification recipient(s), as follows:

      • Enter a Username. Select a user as the recipient of the notification. Selecting a user changes the name of the auto-complete to Username. The security type is dynamically changed to Username.

      • Enter an Email Address. Select an email address as the recipient of the notification. Selecting an email address changes the name of the auto-complete to Email Address. The security type is dynamically changed to Email Address.

      • Enter a Standard Token. Select a standard token to act upon the workflow step. Selecting a standard token changes the name of the auto-complete to Standard Token. The security type is left undefined. Select a standard token from the auto-complete.

      • Enter a User Defined Token. Select a user defined token to act upon the workflow step. Selecting a user defined token changes the name of the auto-complete to User Defined Token. The Tokens button is enabled. Click Tokens to open the Token Builder window and select a token.

        Select one of the following from the list:

        • Username. The selected token resolves to a username.

        • User ID. The selected token resolves to a user ID.

        • Security Group Name. The selected token resolves to a security group.

        • Security Group ID. The selected token resolves to a security group ID.

        • Email Address. The selected token resolves to an email address.

    3. Click OK.

      The Message tab lists the selected recipients.

  9. Construct the body of the message.

    When constructing the body, consider using the following:

    • Token for the URL to the Request Detail page.

    • Token for the URL to the package (PPM Workbench or standard interface).

    • Tokens in the body of the message:

      Click Tokens to access the Token Builder window where tokens can be added to the message body.

    • Tokens related to specific package lines:

      Add tokens to the Linked Token field to include tokens that resolve information related to the individual package line.

  10. Click OK.

  11. From the Notifications tab, click OK.