Introduction

BusinessCraft can generate a variety of documents and notifications when a Contract Event is registered including:

  • Emails

  • SMS

  • Reports

  • Word Merge

  • Attachments

Prior to BusinessCraft V4.97a12, the configuration and maintenance of Sale Group Notifications was carried out for each Sale Group.

From BusinessCraft V4.97a12 onwards the configuration and maintenance of Sale Group Notifications is carried out in the Sale Group Notifications Table.

The aim of this guide is to explain how existing event notification data will be migrated to the Sale Group Notifications table and how to use the functionality.

This guide does not extend to setup of the notifications themselves that information is covered in the Contracts Tables Product Guide.

Impact of Change

Sale Groups Method Discontinued

Prior to this change, each event notification needed to be configured for each event within each Sales Group. If there were three Sale Groups with the same event requiring the same notifications for the event, the Sale Group Notification would need to be setup three times. There was a one to one relationship between the Sales Group and the Sale Group Notifications.

Sale Group Notifications Method available

The Sale Group Notifications method enables the grouping of one or more events and their notifications. This enables the Sale Group Notification to be assigned to one of more Sale Groups. Grouping notifications in this way can greatly reduce time spent on configuration and maintenance of notifications. Using the example above, the Sale Group Notification can be set up once and then assigned to the three Sales Groups.

How are existing Sales Group Notifications migrated?

When BusinessCraft is first upgraded to V.497a12 or later, a fix routine is run to automatically create a Sale Group Notification record for each Sale Group and assign the created Sale Group Notification to the Sale Group.

For example, for Sales Group Code A, the fix routine will:

  • Create a Sale Group Notification Code A and include all events that have a notification.

  • Assign the newly created Sale Group Notification Code A to Sales Group Code A

The upgrade process preserves the existing Sale Group Notification setup. The only change is where Sale Group Notifications are maintained and configured. Instead of navigating to Contracts > Tables > Sale Groups, navigate to the Contracts > Tables > Sale Group Notifications. If Sale Groups are accessed in error a warning is provided.

If there is no requirement to change Sale Group Notifications, there is no action required. However, if there is a need to take advantage of the features provided by Sales Group Notifications to save time in maintenance and configuration, then please read the following sections of this guide.

Using Sales Group Notification Codes

Scenario 1 – All Sale Groups to have same notifications

The upgrade process created one Sale Group Notification for each Sale Group, however in this scenario only one Sale Group Notification Code is needed as Sales Group Notifications are the same for all Sale Groups.

Go to Contracts > Tables > Sale Group Notification Codes and view the codes created by the upgrade process:

In this scenario, the Sale Group Notification Codes can be reduced. Go to Contracts > Tables > Sales Group Notifications and select a Sale Group Notification Code to retain and consider changing the Description – for example - Notifications All Sales Groups:

Go to Contracts > Tables > Sale Groups > Options (F8) > Notifications and add the Sale Group Notification Code just renamed to each Sale Group. Each Sale Group should now have only one Sale Group Notification Code (the one renamed) assigned as shown:

Going to each Sale Group to check the Notifications Codes assigned to each Sale Group can be time consuming. Instead go to Contracts > Tables > Sale Group > Notifications and select the Sale Group Notification to check:

Activate the Where Used? (F8) function key and the Assigned Sale Groups screen is displayed:

This screen shows all Sale Groups to which the Sale Group Notification Code is assigned as well as any event notifications in that Sale Group Notification Code that are not used by that Sales Group because the event does not exist in the Sales Group.

Scroll bars are available if there is insufficient space to show all Sale Groups in the screen.

Scenario 2 – Sale Groups with common events need specific notifications

Sale Group Notifications are usually not as simple as Scenario 1. It’s more likely that at least one or more Sales Group Notification Codes may be required in each Sales Group to cater for different event notifications requirements for the same event in different Sale Groups.

For example, one or more events included in the Sales Group Notification Code for all Sales Groups may require different (or no) notifications in varying Sale Groups. The All Sale Groups Notification Code will not satisfy this requirement.

In the following example, event 1100 (Soil Test Ordered) exists in all Sale Groups, however there is a requirement to only provide an event notification for one Sale Group.

This can be achieved by removing event 1100 from the All Sales Groups Notification Code and adding it to a new or existing Sale Group Notification Code that will be assigned to that one Sale Group only.

Go to Contracts > Tables > Sale Group Notifications and create a Sale Group Notification Code, in this case for convenience we have created code A1 to indicate it only applies to Sale Group A1:

Using the Events (F5) function key, add any required events for this Sale Group Notification Code:

Go to Contracts > Tables > Sale Group Notifications and select the All Sale Groups Notification Code and remove the event/s that were added to the specific Sale Group Notification Code.

Go to Contracts > Tables > Sale Groups and add the specific Sale Group Notification Code to any required Sale Groups.

The result is that, in this example, event 1100 is no longer in Sale Group Notification Code A so that no event notification is triggered for any Sale Group to which that code is linked, but Sale Group Notification Code A1 does contain event 1100 and will trigger event notifications for any Sale Group to which that Sales Group Notification code is attached.

Scenario 3 – Using Events that are not in Sale Groups effectively

Sale Groups usually contain many common events, however there are also quite often events contained in one Sale Group but not in other Sale Groups. In the previous scenario, the use of a specific Sale Group Notification Codes was explained to address different notification requirements for certain events that are contained in multiple Sale Groups.

In this example, we discuss the situation where the notification for one or more specific events is the same but the events are not contained all Sale Groups.

In the following example, event 850 (Sales Review) has the same event notification requirement in whatever Sales Group it is in, however the event is not in every Sale Group. We could remove event 850 from the All Sale Groups Notification Code and add event 850 to each specific Sales Group Notification code, however this could be time consuming, particularly if there are numerous events involved.

Instead, make sure that the event/s involved are contained in the All Sales Groups Notification Code

Exit back to the Sale Group Notifications screen and with the All Sale Groups Notification Code displayed, activate the Where Used (F8) function key and note that in the Assigned Sale Groups screen, that event 850 is displayed a not used in numerous Sale Groups.

This means that event notifications will not occur for event 850 in those Sale Groups and significant time is saved setting up specific Sale Group Notification Codes.

Sale Group Notification Code Rules

Sale Group Notification Code Rules provide the option to fine tune notifications for Sale Group Notification Codes. Notification Rules apply to all events contained within the Notification Code.

Creating Notification Rules

For example, let’s say that contracts for certain districts require additional notifications to be sent (or not sent).

Contract 1718 is for District H10 and uses Sale Group A:

Contract 1836 is for District C10 and uses Sale Group A:

Both contracts have the same Sales Group Code and event notifications will be triggered by the Sale Group Notification Codes assigned to the Sale Group. This means that event notifications will be the same even though the contracts are for different districts.

To demonstrate the use of notification rules, we require contracts for District C10 to have an additional notification sent when event code 6300 (Frame Complete) is registered.

Go to Contracts > Tables > Sale Group Notification Codes and create a new Sales Group Notification Code and add in the required Event and Notification Method and Exit:

At the Sale Group Notifications screen for the Sale Group Notification code just created, active the Rule (F6) function key to display the Notification Rule screen:

We require a rule that only sends notifications when the District Code is C10. Change the Phrases Drop down to Contract Fields to display a list of available fields to use in the formula for the notification rule:

Scroll down the list to locate District, click on District and then click Insert Phrase:

The syntax of Notification Rules uses operators like AND, OR, =, <, >, +, -, >= <=, <>, &, LIK, BEG, END. The syntax also supports functions like IFF, DATE, DAY, LEN, TRIM.

Click at the end of the {CO_DISTRICT} and type = “C10” and save:

Testing Notification Rules

It is important to ensure that Notification Rules have been correctly configured and will work as required. From the Sale Group Notification Code, activate the Test rule (F7) function key. Prompts will appear to enter values to test the rule. In this case, the system prompts for a District:

Enter C10, being the district code for which we require the notification rule to trigger. As there is only one condition to this rule, it is evaluated (otherwise the rule will prompt for additional values):

The Answer of True confirms the rule has been run and will apply if a Contract contains District C10.

Assign the Sales Group Notification Code

Assign the Sale Group Notification Code to the Sale Group:

Revision 1

03rd October 2017