Introduction
GEMS Administrators can set up and update email notifications in GEMS in order to notify selected users of various changes made to entity records. These notifications are called General Notifications.
General Notifications and the users subscribed to them can be managed in the Notification Management section of the Admin Hub.
Create a New General Notification
GEMS Administrators can specify which changes to which entities will trigger an email notification by creating a new General Notification.
In the example below, we will create a General Notification for when appointment records are added or closed for entities in Australia.
1. From the Hub Toolbar, click Admin> Notification Management> Manage Notifications.
2. Select General Notifications in the top right drop-down, then click New Notification Type.
3. Enter a descriptive name for your new notification in the Description field.
4. Ensure the Item Type drop-down has a value of Entity.
5. Select the event which will trigger the email notification in the Event drop-down. The options are:
Name Change - when an entity's Legal Name field is updated
Status Change - when an entity's Status field is updated
Reporting Status Change - this option is no longer supported in GEMS
Group Parent/Subsidiary - when an entity's Manual Groupings information is changed
Entity Creation - when an entity record is added
Official Appointed/Resigned - when an appointee record is added, or when the Resignation Date field for an appointee is completed
In this example, we'll select Official Appointed/Resigned.
6. Click Criteria to define for GEMS which entities need to be changed for the email notification to be sent.
7. Construct a search in the Query Builder section that returns the desired entities. In this example, we'll create a search that specifies that the Formation Screen's Jurisdiction field contains Australia.
8. Click Done to close the Query Builder.
9. Select SAVE to finish creating the Notification.
Edit an Existing General Notification
Administrators can change the properties of General Notifications that have already been made.
1. From the Hub Toolbar, click Admin> Notification Management> Manage Notifications.
2. Locate the General Notification you wish to edit, then click its Edit
icon. In the example below, we'll edit the General Notification Appointments to and Resignations from Current Entities in the GEMS Database.
3. Modify the properties as needed, then click SAVE.
Subscribe users to a General Notification
Once a General Notification has been created, GEMS users need to be subscribed to it in order to receive emails. See Subscribe Users to a General, Ownership, or Contract Notification (Admin Only) for more details.