Once you have finished setting up the Conditions on your automation you can add a notification to the automation.
To do this click on the + button, and select Notification as the Automation Type.
Then click on the Notification card
If there are no Notified Persons on the Notification the card will be red.
You will first need to select the Notifications Type. Folio provides 3 options:
- Email: The notification will be sent to the users emails address.
- SMS: The notification will be sent to the user's mobile number. In order to use this option the user will need to have a mobile number listed.
- Message: The Notification will be posted to a Slack or Microsoft Teams Channel. To use this option a Webhook must be set up in Folios Integrations section.
Note: The SMS is an additional cost subscription. In order to use this feature please contact Kwela at support@kwelasolutions.com or by calling 02 8283 3868 for more information. SMS Notifications are currently limited to Australian Mobile numbers.
Note: Message may be listed as either Message, MS Teams or Slack depending on what integrations you have set up in your instance. However the instructions are the same so for the purposes of this article we will assume the button reads Message.
If you chose Email as the notification type, you will then need to choose the 'Send Notification as', the options are:
- Immediate Email: The emails will be sent as soon as a Folio meets the Send Conditions. For this option you can also select whether you want a PDF of the Folio to be included with the notification.
- Daily Digest : The notification will be batched into the Daily Digest Email that is sent out overnight. Only Folio users will receive batch email notifications, entities or contacts will always receive immediate emails.
If you want a PDF of the Folio to be attached to the email then tick this option.
Email Setup
Once you have selected Email you can decide what will appear in the subject line of the Notification that is sent out. There are also three options below the subject that can be changed:
- Introduction: Ticking this allows you to add an introduction at the start of the email.
- Selected Fields: Ticking this option allows you to select certain fields on the Folio, and include these fields in the email.
- Please Note: If you select attachment fields to be included in the Notification Email. You will see an option “Allow anyone to download attachments”, if this option is selected, then anyone who receives the email will be able to download the attachment even if they do not have access rights or are not even users. The link will expire a week after the email was sent. If the "Allow anyone to download attachments" option is not selected then only a user with access rights can download the attachments .
- Conditions: Ticking this will include the conditions of the Notification that were met in order for this email to be generated. This option is ticked by default.
If you click on the Preview Email button you will be able to see a preview of the email that will be sent:
Note: If you select table fields in the selected fields then the email will only contain values from the first row
MS Teams or Slack
If you selected MS Teams or Slack, you will have two boxes to fill out, Message and Message Integration:
- Message: The content of the message that will be sent.
- Message Integration: The integration channel that the message will be sent to. This could be either a Slack or MS Teams integration that will have previously been set up.
SMS
If you selected SMS, you will need to fill out:
- SMS: A 160 character message that will be sent as a text to the notified persons. Your SMS will always include a link to the associated Folio. The 160 characters includes the link the URL. If your message is more that 160 characters it will be sent as multiple SMS messages.
Now click Update to finish making the notification.
Notified Persons
Notifications can be sent to both users and non-users of Folio.
Note: This step is unnecessary if the Notification Type is set as Message, as these notifications will be sent to a specified channel instead of a person.
To select who the Email or SMS Notifications are sent to click on the Notified Persons tab:
There are the following default options:
- Notify based on a Field: You can select a User Lookup or Email field on the template and send a notification to the user(s) selected or email entered.
- Notify Person Responsible: This will notify the current Person(s) Responsible for the Folio.
- Notify Creator/Public Link Submitter: This will notify the user who created the Folio if it was created internally, or the person who submitted it if it was created over the Public Link (the submitter email address is required).
- Users to be Notified: This option allows you to select any user in Folio. Also if you click on the down arrow you will see options to select Entity, Contact, Users in Business Units and Users in Locations and send a notification to the user(s), Entity(s), Contact(s) and user(s) within the selected business unit and locations.
You can also choose for the notification to be sent to both Users and Non-Users of Folio. To send an email to a User, click on +User to be Notified:
You can then select which users you want this notification to be sent to, then select Add Users:
If you want to add non-users to be notified, they must first be set up as an entity or entity contact person in Folio. For more info on how to do this click here.
To add them to the notified persons list, click the arrow next to +User to be Notified and select either Entity or Contact to be notified:
Then select and add them in the same way that you add a user:
To add users in the business unit click the option Users in Business Unit and then select the business unit(s), click include sub business units checkbox if you also want to notify the users who are in sub business units.
To add users in the locations click the option Users in Location and then select the location(s), click include sub locations checkbox if you also want to notify the users who are in sub location.
Please Note: Folio will send the Notification to all users who are in the selected Business Unit or in the selected Location (including Lite Users) so be careful before selecting top level business units with sub business units or Locations.
To remove someone from the Notified Persons list tick the box next to their name, then select Remove:
Once you have added the people to be notified your custom notification is finished. You will now see this notification under the Automations tab of the Folio Template, which also show how many people are being notified:
Now when a Folio is created that matches the conditions of this notification, the selected users and non-users will receive an email that contains information about the Folio, as well as what conditions the Folio meets:
The notification will also appear in your Notification Bell within Folio:
You can click on the bell to view a list of the notifications you have received:
And click on the eye to view Details on that particular notification.