Notifications

If email lists can be compared to the Recipient of an email, Notification would be the rest of the email. Notifications define the subject of the email and the body. Notifications can contain any number of messages, and each message can have different content and email lists. Notifications can then be attached to any workflow action. This makes it quick and easy to notify the necessary people of users’ actions. Once email lists have been created, notifications can then be made to include them. To manage notifications, click the Notifications link under the Workflow/Approval drop down menu.

All existing notifications are listed here. To create a new notification, click Add New.

Type in an appropriate Notification Name and click Save. After clicking Save, the option to add messages is displayed.

All that is required when creating a notification is the name. This name is then used when assigning the notification to a workflow action. Click Save to save the name. Once the name has been saved, the message administration for that notification becomes available. Click Add New Message to add a new message to the current notification.

Clicking Go Back will only cancel the notification add or edit. This will not undo any message adds or alterations.

Creating a message is much like creating an email. The Subject, To addressee, and Text must all be entered to create the message. The To addressee in this case, though, is an email list, or email lists. Users included in the selected email list(s) will receive the message.
The email can be sent as HTML or plain text. Sending emails in HTML allows you to create a better looking and more interesting emails. It should be noted that any images you would like to use in the email should be included in the attachments (non-parseable). Two pictures below show an example of HTML notification formatting in CPQ and rendering in mail client.

Dynamic text can be entered in the subject, message text, and condition sections through tags using the syntax builder. The syntax builder for the sections can be accessed through the symbol next to each section.
A condition can also be entered in the Condition section that has to be met to in order to send the notification. Enter 1 in the Condition section to always send the notification.

Common tags that can be used to create dynamic texts include:
<* SYSTEMQUOTATIONNUMBER *> - The quote number of the quote
<* QUOTELINK *> - A url that links directly to the quote
<* TOTALLISTPRICE *> - The total price of the quote before discounts
<* TOTALNETPRICE *> - The final price of the quote
The full list of the available tags can be accessed by clicking the Syntax builder for the “Message Text:“

Some tags are used with parameters like:
<* CO_INFO(NAME) *> - The name of the Cart Owner
<* BT_INFO (CUSTOMER_FIRST_NAME) *> - The first name of the Bill To Customer
<* CO_STINFO(SHIP_ZIP_CODE) *> - Zip Code of the Ship To Customer
<* CU_INFO(USERNAME)*> - The username of the current user
These tags with parameters have a list of available parameters, and a parameter must be chosen to use the tag

For example, assuming a notification is set up as follows:

When a quote requires approval, an email notification is sent to the approver that looks like this:

Attachments can also be included with the email message. Any file can be used as an attachment. Existing attachments can be managed by selecting the file from the list and clicking Delete or Download. New files can be uploaded into the system by clicking the Upload button.
To add an attachment to the message, transfer the file from the Available Attachments box to either the Non-Parsable Attachments box or the Parsable Attachments box. Which box an attachment is transferred to determines how that file is handled when the email message is sent.
Files added to the Parsable box will be compiled by CPQ when the email is sent. This means that any Word Quote tag used in the file to include Quote, Customer, or User information will be replaced by the information of the quote that initiated the notification. Any files added to the Non-Parsable box will not be compiled by CPQ.

For more information on word quote tags and creating documents that contain them, see the chapter on Document Generation Templates.


When finished entering the information for the message, click the Save button to add the message to the notification.

You can track the status of email notifications in the log. Every sent email notification is logged in a record with the title Email Notification. The log contains the following data: Notification name, Notification Content ID, Timestamp, Cart ID, Owner ID, Notification subject, Notifier name, Notifier email and a record indicating that the notification is successfully sent.
Email notifications that are not sent are also logged in a record with the title Email Notification. In this case, the log states that the notification condition is not fulfilled and contains the following data: Notification name, Notification Content ID, Timestamp, Cart ID, Owner ID and Notification subject.
You can enable email notification logging via General > Application Parameters > Shopping Cart and Quotes > Use Additional Logging For Email Notification.

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