Creating Alert Recipients

Alerts Overview

The Alerts system allows you to configure specific events in RIMSS that will trigger an email or text message to be delivered to a recipient.  In this document we will go over the basics of setting up alert recipients for assignment to alerts in the system.

There are 4 different types of alerts available in the system.

1.     Employee Alert – An alert setup on an employee record will notify the employee each time the configured event occurs.

2.     Customer Alert – An alert setup on a customer record will notify the customer each time the configured event occurs on a document tied to the customer.

3.     Supplier Alert – An alert setup on a supplier record will notify the supplier each time the configured event occurs on a document tied to the supplier.

4.     Document Alert – An alert setup on a document will notify the designated recipient each time the configured event occurs on that specific document.

Alerts are available to address the following types of events: 

1.     Final Backorder Received

2.     GL Balance Limit

3.     Document Total Limit/Change

4.     Invoice Total Limit

5.     Parts AFS Quantity Limit

The details of setting up each alert and customizing alert messages will be detailed in separate documents.

Step 1: Setting up an alert notification email address or phone number

Prior to configuring alerts,you will need to set up the email addresses and phone numbers that you would like available to assign to a new alert. Below are the steps to set up these records.

Step A:  Add a contact type of “Alert Recipient”

1.     Go to Company > Enterprise Support Lists > Contact Types

2.     Click “Add New” at the top left of the list

3.     Type Alert Recipient in the box exactly as shown below and click “OK”

Step B:  Add Employee Alert Recipients

1.     Open the employee master record by going to Employees > Find > Employee and double clicking on the record you wish to edit.

2.     Click to add a new contact or double-click to edit an existing contact.

3.     Set the contact type to “Alert Recipient” on the dropdown at the top of the pop-up.

4.     Add the email address or phone address to the email address box at the bottom of the contact record. *See notes at the end of this document illustrating formats for entering mobile numbers for text alerts.

5.     Click OK on the pop-up, then click “Save” on the employee record.

Step C:  Add Customer Alert Recipients

1.     Open the customer master record by going to Customer > Find > Customer and double clicking on the record you wish to edit.

2.     Click to add a new contact or double-clickto edit an existing contact.

3.     Set the contact type to “AlertRecipient” on the dropdown at the top of the pop-up.

4.     Add the email address or phone address to the email address box at the bottom of the contact record. *See notes at the end of this document illustrating formats for entering mobile numbers for text alerts.

5. Click OK on the pop-up, then click “Save” on the customer record.

Step D:  Add Supplier Alert Recipients

1.     Open the supplier master record by going to Supplier > Find > Supplier and double clicking on the record you wish to edit.

2.     Click to add a new contact or double-click to edit an existing contact.

3.     Set the contact type to “Alert Recipient” on the dropdown at the top of the pop-up.

4.     Add the email address or phone address to the email address box at the bottom of the contact record. *See notes at the end of this document illustrating formats for entering mobile numbers for text alerts.

5.     Click OK on the pop-up, then click “Save” on the supplier record.

Formatting Mobile Numbers for Text Alerts

To send text alerts, you will need to enter the  mobile number in an email format on the Alert Recipient Contact record.  Examples of how to format mobile numbers are shown below. For each carrier, there will be a unique format that will need to be verified.

The standard format is normally:  phonenumber@sms.gatewayaddress

Replace “phonenumber” with the recipient's actual phonenumber and “sms.gatewayaddress” with the appropriate gateway domain for the carrier.  Here is an example of a contact set up for text alerts.

Below are some of the published gateway domains for major carriers.  You will need to verify the gateway address at the time you set up the phone number.