FieldFX Email Notifications Admin Tool

Introduction

The Email Notification Admin Tool in FieldFX allows a user to create an email notification whenever a change is made to an sObject. Once a specific change is made an email, using a predefined email template, is sent to the specified email addresses.

The Email Notification Admin Tool only supports these sObjects:

FX5__Job__c
FX5__Ticket__c
FX5__Quote__c
FX5__WorkOrder__c

Prerequisites

Custom Permission	Required Optional	Steps
FX5 Admin Tool - Email Notification	Required	Check the permissions for the role that is currently logged in by Setup > Profiles > [User’s Role] > Custom Permissions.

Custom Permission

Required
Optional

Steps

FX5 Admin Tool - Email Notification

Required

Check the permissions for the role that is currently logged in by Setup > Profiles > [User’s Role] > Custom Permissions.

How the Email Configuration Admin Tool Works

FieldFX has a new tool accessible in the Miscellaneous section of the Admin Dashboard. With this tool, an admin can create custom email configurations that will:

Automatically send email notifications when there is a change to the sObject
Specify the email addresses that receive the notifications using a admin chosen custom email template that already exists in your org
Configure the notification by sObject and defined criteria

Flow of Action

The following steps are typically how an Email Report is configured and used:

The Notification_Sent and Notification_Sent_To fields exist in the Content Version object.
(See Ensure Notice field checkboxes are checked.)
The custom metadata is configured for the email address update.
(See Configure the Custom Metadata for Email Address Update.)
The admin accesses the tool and either creates, edits, or searches for e-mail configurations.
(See Manage E-mail Configurations.)
The specifics of the email configuration is defined in this step.
The admin can also choose the email template to use in the emails.
When there is a change to an sObject (specified in the email configuration), an email is triggered to those email addresses that were specified notifying them of the change to the sObject.
An email is populated with the specifics from notification criteria and uses the selected email template to send out the email.

Layout

Email Configuration Admin Tool Main Interface

Callout Name Description

Email Configurations

List of email configurations already created. The configurations are shown and organized in these columns:

Name - Name of the saved email notifications
sObjectName - Determined during the creation stage
The Email Notification Admin Tool only supports these sObjects:

FX5__Job__c

FX5__Ticket__c

FX5__Quote__c

FX5__WorkOrder__c

FX5__Invoice__c
EmailTemplateName - Name of the chosen email template to use
LastModified Date - The date the email notification was last modified
Active - If the email notification is being used or not

Search field

Use this field to search and filter among the email configurations already created.

In the screenshot, the term "Job" is entered showing only those configurations that are using the Job Sobject.

Create New

Use this button to create a new email configuration.

Configuration detail

This panel shows the specifics of the email configuration.

The name of the configuration is at the top with these details below:

Active checkbox - if the email configuration is active or inactive
sObject Type - the sObject that used in this configuration
Send To - the email address or multiple addresses to send a notice to
Send From - the email address of who is sending the configuration
Email Template - the name of the email template to use

See Access List of Email Templates for the email templates available in your org.

Action Buttons

Use this icons to:

Edit - Edit the configuration
Copy - Copy the configuration as a new configuration
Delete - Delete the configuration

Criteria

The fields in the email configuration criteria:

Conditions Field - The field is dependent on the sobject chosen for the email notifications
Attachment Criteria - The text the email configuration looks for to trigger the notification