Event messages allow you to set up automatic email or SMS alerts for a range of events that occur within AroFlo. You can set up alerts and reminders that are relevant to your company, individual business units, and/or specific clients.
Each alert has various settings that are used to control:
- Who can trigger an event (Management, Supervisor, Worker, other).
- Where the event is triggered from (Office or Field interface).
- Who the email/SMS will be sent from and delivered to.
- When the email/SMS will be sent.
Email alerts
To set up a new email alert:
Go to Site Admin > Settings > General > Event Messages.
To set up event messages for a specific client, switch to the Office Site and go to Manage > Clients > Select Client > Event Messages.
- Select an event type from the list (left). This is the event that will trigger the email alert.
- Click Add Email and select when you want to send the alert, e.g. 'At time of event', at various time intervals, or at a specific time one or more days after the event.
Under Performers, click Select.
Work Order Imports
To have an email event message triggered by a work order import, click the checkbox at the top of the 'Performers' list, to select all the performers.
Choose the type of user(s) and source(s) for triggering the event, e.g. Admin User (Office), Manager (Office), Manager (Field), Worker (Field).
If using Permission Groups, the user types shown above also need to be represented by a Permission Group. When using pre-built permission groups:
-Users in the Management permission group will represent an Admin User (Office / Field)
-Users in the Supervisor permission group will represent a Manager (Office / Field)
-Users in the Worker permission group will represent a Base User (Office / Field)
If using a custom permission group, you can define which performer to represent via Settings > General > Permission Groups > Event Messages > Filters.
This allows you to define specific types of events that are triggered by a technician using the Field interface, or Admin staff using the Office interface.
Select who the email will be sent from. See Definitions below to learn about From/To settings.
Under To, click Add To and select who you want to send the email to.
Email alerts can be sent to multiple people who can be set as To, CC (Carbon Copy) and BCC (Blind Carbon Copy).
Select an email template; start typing the template name or click
(magnifying glass icon) to see the full list. Double-click to select a template.For instructions on how to create a new email template, see Email Templates.
You can enable the following options if needed:
Options Description Show Sent History in Task Notes Enables automatic importing of sent email alerts to the Task Notes section on a job. Track Delivery Status, Opens and Clicks Used to track email delivery status ie: if the email has been opened, clicked or read. Allow Reply Imports Enables automatic importing of email replies to the Task Notes section on a job. See Tracking Email Replies for more information. Click Save.
SMS alerts
Before you can set up an SMS alert, you need to sign up to an SMS provider and configure the SMS settings within Site Admin.
To learn about AroFlo's preferred SMS providers, see SMS Providers
SMS alerts are set up in the same way as email alerts, except for the following restrictions:
- Can only be sent to mobile numbers.
- Can only use plain text templates.
- Cannot be set to CC or BCC like emails.
If you would like your own mobile number to be displayed as the 'From' number and receive replies to that number, you will need to change the 'From' setting to 'Custom' and enter your mobile number into the field.
If you have purchased a Virtual Private Number from your SMS provider, you can enter this number in the same way. For more information, see SMS Messaging.
SMS Messages and Charges
A single SMS when sent contains 160 characters. If the SMS alert message contains more than 160 characters, it will be split into multiple messages of 160 characters each. All SMS providers charge per message.
If an SMS cannot be delivered, a system generated email will be sent to the Business Unit Manager's email address.
Schedule reminders
The Schedule Reminder Template allows you to set up automatic email or SMS alerts for schedules added to the AroFlo Calendar. Schedule reminders are triggered at the time/day specified, rather than by a 'Performer'. The system checks every 5 minutes and actions all of the reminders that are due at that time.
Current User Setting
The 'Current User' setting in the 'From' section should not be used, as it requires the user to be logged into the system when alerts are triggered and may cause the alert to fail.
Desktop alerts
Schedule reminders can also be set as desktop alerts. Desktop alerts are designed for desktop users only and require the following:
- User must have the AroFlo calendar open on their desktop browser (Chrome or Firefox only).
User has enabled Desktop Alerts in their Calendar Settings.
Schedule alerts will not trigger for schedules created in the AroFlo Calendar after the alert time is due. For example, if you created a schedule for 1pm today with a 1 day before send/alert setting, the alert will fail to trigger as it was due 1pm yesterday, and so will never be sent.
Definitions
The following settings are used to control who the alert is sent from or to.
| Setting | Description |
|---|---|
| Custom | Allows you to enter an email address in the field provided. |
| User | Allows you to select a specific user. |
| BU Manager | Uses the Primary Contact set against the current Business Unit for your business. |
| Client Primary Contact | Uses the Primary Contact email set in the Client card. |
| Current User | Uses the current user who is logged into the system. Please note this should not be used for schedule reminder templates. |
| Task Assigned To | Uses the Assigned person set on the task. |
| Task Client Contact | Uses the Reported By/Contact as set on the task. |
| Scheduled To | Uses the resource scheduled to perform the task. |
| Client Account Managers | Uses the Account Manager/s set on the Client card. |
| Task Location Contact | Uses the Contact set on the Location card linked to the task. |
| Task Sales Person | Uses the Sales Person set on the task. |
Edit Compliance Form Event
The Edit Compliance Form event is used to trigger alerts when compliance forms are being edited. To activate this event for specific types of compliance forms, you will need to enable the 'Send Edit Compliance Form Event Messages' setting on individual compliance forms, risk templates and OHS checklists. See Forms for more information.