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Event messages allow you to set up automatic alerts for a range of events that occur within AroFlo.

  • Set up automated messages that are triggered by Aroflo events, like quote approvals, task completion or updated calendar schedules.
  • Set event messages to be sent as an email, SMS or webhook.
  • Set who the message will be sent from and delivered to.
  • Set who can trigger an event (Management, Supervisor, Worker, other).
  • Set when the message will be sent: either at the time of the event or after a delay.

What if I am an AroFlo Go user?

users won't have access to the full Event Messages menu but they will be able to use the Default Event Messages described below at no extra cost.

Default Event Messages

AroFlo comes with a range of default Event Messages you can choose to use to help get you started. These are simple emails designed to communicate activity in certain commonly used features to the relevant user.

Area of SystemEventGoes to...
ScheduleCreateScheduled user
InvoicePayment CreatedBusiness Unit manager
Quote Acceptance StatusAcceptedQuote Estimator
Purchase OrderCreateBusiness Unit manager
TaskAssign ToUser task is assigned to

Default messages cannot be edited but they can be disabled or enabled whenever you like.

To disable these default Event Messages:

  1. Go to Site Admin > Settings > General > Event Messages

  2. Select an Event that will trigger messages.
  3. Change the Enabled dropdown to Disabled

  4. Save Settings.

After disabling the Event Message, you can choose to either continue without using these, or set up your own using the instructions below.

Alternatively, if you're not currently using these event messages and you want to, follow the above instructions but select Enabled from the dropdown and Save Settings.

Add an Event Message

To add an event message:

  1. 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.

  2. Select an Event that will trigger messages (from the list on the left).
  3. Choose the message type, either Add Email, Add SMS or Add Webhook.
    Learn more about these message types below.

Set up an Event Message

An event message can be sent as an email, SMS or webhook.

Email

Email alerts can be sent to multiple people  who can be set as To, CC (Carbon Copy) and BCC (Blind Carbon Copy).

SMS

Use this method to quickly send an SMS to clients or technicians in the field.

SMS Requirements

  • If you want to send an event message as an SMS, you need to configure a SMS provider in Site Admin.
  • AroFlo Go can only use SMS based event messages for Schedule Reminder events and Checklist messages.

Webhook

Use webhooks to notify other systems or apps that an AroFlo event has occurred. This method sends a message (JSON payload) to a unique URL provided by that system or app.

Event Message Fields

Once you have added an event message, complete the fields in the window. Options available may differ depending on the message type (email, SMS or webhook).

FieldDescription
Send / Alert

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.

These timeframes to send the alerts are set regardless of a follow-up event which may invalidate them.

For example:

John has an event message set up to remind his clients to accept quotes set every 1, 2 and 3 weeks. John's client gets back to him the day after he accepts his quote online. The client will still receive an email regardless of the quote status being changed.

Performers

This field is optional and Any performer will be applied by default.

Performers allow you to select specific user types and sources that can trigger an event message.

For example: Send an event message if a Base User completes a task in Field, but not if an Admin User completes a task in Office.

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.

From

For Email and SMS messages. Select who the event message will be from. See 'From and To Definitions' below to learn about the available options.

SMS Note: Replies

If you would like your own mobile number to be displayed as the 'From' number and to receive replies to that number, you will need to select Custom and enter your mobile number into the To Value field.

Virtual Private Numbers can be entered the same way. For more information, see SMS Messaging.

To

For Email and SMS messages. Click Add To and select who you want the messages sent to.

SMS Note: Delivery

SMS can only be sent to mobile numbers saved against the contact(s) selected. If an SMS cannot be delivered, a system generated email will be sent to the Business Unit Manager's email address.

Template

This is the text or content that will be included in the event message. Selecting a template is optional and AroFlo will send some basic information if left blank.

Click the   (magnifying glass icon) to see the full list of existing templates. Double-click to select a template.

For instructions on how to create a new email template, see Email Templates.

SMS Note: Charges

All SMS providers charge per message. If the SMS contains more than 160 characters, it will be split into multiple messages.

Webhook Note: Content Type

If the event message is a webhook, the default BODY is a JSON payload. The content-type header will be application/json.

{
  eventname: "Add Task Note"
  , timestamputc: "2021/01/01 00:00:00"
  , payload: 
    // if DEFAULT
    {json payload here}
    // if HTML or TEXT template selected
    "string payload here"
}
URLFor Webhook event messages only. This is where you enter the webhook URL from the application you want to send data to. 

Additional Options

OptionsDescription
Show Sent History in Task NotesEnables automatic importing of sent event messages to the Task Notes section on a job.
Track Delivery Status, Opens and ClicksUsed to track email delivery status, i.e. if the email has been opened, clicked or read.
Allow Reply ImportsEnables automatic importing of email replies.

From and To Definitions

The following settings are used to control who the alert is sent from or to.

SettingDescription
Custom Allows you to enter an email address or mobile number in the field provided.
UserAllows you to select a specific user.
BU ManagerUses the Primary Contact set against the current Business Unit for your business.
Client Primary ContactUses the Primary Contact email set in the Client card.
Current UserUses the current user who is logged into the system.
Task Assigned ToUses the Assigned person set on the task.
Task Client ContactUses the Reported By/Contact set on the task.
Scheduled ToUses the resource scheduled to perform the task.
Client Account ManagersUses the Account Manager(s) set on the Client card.
Task Location ContactUses the Contact set on the Location card linked to the task.
Task Sales PersonUses the Sales Person set on the task.
Quote EstimatorUses the Estimator set on the quote.

Events with unique conditions

Event: Task - Create

This event allows you to trigger a message when a task is created.

Event: Schedule - Reminder Template

This event allows you to set up automatic 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.

Alert / Time Setting

Schedule reminders will not trigger if the alert time has passed. For example, if you create a schedule today and the alert is for '1 day before', the alert will not trigger.

Desktop alerts

Schedule reminders can also be set as desktop alerts. Desktop alerts are designed for desktop users only and users must have:

  • the AroFlo calendar open on their desktop browser (Chrome or Firefox only)
  • enabled Desktop Alerts in their Calendar Settings.

See General Settings and Schedule an Event for more detailed information on setting up and using event messages with your AroFlo calendar.

Event: Compliance Form - Edit

The Compliance Form - Edit event is used to trigger alerts when compliance forms are being changed.

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 Custom Forms for more information.

Online Quotes and Invoices

For specific event messages relating to Online Quotes and/or Invoices, see Set Up Notifications for Quote Acceptance and Set Up Notifications for Online Invoices.

Delete Event Message

If you no longer require an event message, delete it by clicking the(red rubbish bin) on the header of the event message and confirm deletion.

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