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Send notification based on the addition of a file in a specific folder to the Project Manager.

Question asked by Jeff Thomas on Jun 9, 2015
Latest reply on Jun 9, 2015 by Charley Saint

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Here is what I want to accomplish.

The shipping and receiving manager is scanning shipping manifest into the Receipts folder for all projects.

The PDF when checked in, will pass through an automatic transition to the "Vaulted Receipts" state.

I want to notify the project manager that they have received a package during the automatic transition.

I do not want the shipping manager to have to select the PM from a list of users.

The PM is identified on the receipts folder but can't be isolated on the transition notification dialog.

Can dispatch extract the PM user from the folder data card and send an email or EPDM notification when the file enters a state?

Thanks for any insight on this.

Jeff Thomas

Jeff Thomas Jun 9, 2015 3:16 PM

Correct Answer

Here is what I did with help from Joseph Cutrona from our var.

I created a new group called PM Notification and then gave the group Project Managers rights to assign groups and users to specific folders. The PM then right clicks on the project folder and selects themselves as the only member of the group PM Notification. The automatic manifest transition then sends a notification to the PM Notification group. Works great however it does require the PM to make the group level change.

Thanks everyone.

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Adrian Velazquez Jun 9, 2015 1:53 PM

Hi Jeff, unfortunately you wont get this from Dispatch either. I made this work by creating a Macro that is triggered by the transition and launched by the Dispatch.

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Jeff Sweeney Jun 9, 2015 2:38 PM

How many different PMs do you have? If you don't have too many, you could make an automatic transition for each PM - each transition has a condition that PM variable = the PM that the transition sends the email to.

Imagine you have 5 PMs. Then you would have 5 automatic transitions going into "Vaulted Receipts". If you have a PM named Tim, the conditions and notifications of Tim's transition might look something like this:

If you have a lot of PMs or the number of PMs changes often, then I'd look at using an add-in.

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Charley Saint @ Jeff Sweeney on Jun 9, 2015 3:14 PM

Jeff's solution should take care of this for you, the only thing he forgot to mention is you have to copy the PM from the folder card to the file data card, you can do that using default values on the receipts card

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Jeff Thomas @ Jeff Sweeney on Jun 9, 2015 3:16 PM

Here is what I did with help from Joseph Cutrona from our var.

Thanks everyone.

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Charley Saint Jun 9, 2015 3:21 PM

Hey Jeff,

Another solution is that each PM can add their own notifications that trigger on file add:

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5 Replies

Adrian Velazquez Jun 9, 2015 1:53 PM
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Hi Jeff, unfortunately you wont get this from Dispatch either. I made this work by creating a Macro that is triggered by the transition and launched by the Dispatch.
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Jeff Sweeney Jun 9, 2015 2:38 PM
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How many different PMs do you have? If you don't have too many, you could make an automatic transition for each PM - each transition has a condition that PM variable = the PM that the transition sends the email to.

Imagine you have 5 PMs. Then you would have 5 automatic transitions going into "Vaulted Receipts". If you have a PM named Tim, the conditions and notifications of Tim's transition might look something like this:

If you have a lot of PMs or the number of PMs changes often, then I'd look at using an add-in.
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- Charley Saint @ Jeff Sweeney on Jun 9, 2015 3:14 PM
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  Jeff's solution should take care of this for you, the only thing he forgot to mention is you have to copy the PM from the folder card to the file data card, you can do that using default values on the receipts card
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- Jeff Thomas @ Jeff Sweeney on Jun 9, 2015 3:16 PM
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  Here is what I did with help from Joseph Cutrona from our var.
  
  I created a new group called PM Notification and then gave the group Project Managers rights to assign groups and users to specific folders. The PM then right clicks on the project folder and selects themselves as the only member of the group PM Notification. The automatic manifest transition then sends a notification to the PM Notification group. Works great however it does require the PM to make the group level change.
  
  Thanks everyone.
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Charley Saint Jun 9, 2015 3:21 PM
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Hey Jeff,

Another solution is that each PM can add their own notifications that trigger on file add:
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Send notification based on the addition of a file in a specific folder to the Project Manager.

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