Notifications

Updated on 26 Jul 2024
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Notifications

Notifications feature within the Application Settings enhances user control and automation of email communications. This feature is divided into three main sections: Groups, Gateways, and Rules configuration.

Benefits

Streamlined Communication: Efficient setup with centralized email group and server management.
Enhanced Control: Customizable notification settings for relevant alerts.
Automation: Automated rules for updates like license usage and expiry.
Efficiency: User-friendly interfaces and auto-filled email groups for quick setup.
Scalability: Supports multiple notification types and triggers, adaptable to growth.

Feature Description

The Notification Settings feature enhances email management with the following three components:

Groups - Group configuration enables users to manage email groups effectively. Users can create, edit, and save email groups, specifying group names and email IDs. This centralizes group management, allowing for streamlined communication setups and efficient distribution of notifications to specific groups.
Gateways - Gateway configuration allows users to configure and manage SMTP servers. Users can add new gateways, define server details, and set active switches, ensuring that email notifications are routed through the correct servers. This section provides a comprehensive interface for managing email gateways, enhancing the reliability and flexibility of the email notification system.
Rules - Rule configuration provides robust options for setting up notification rules. Users can define rules based on specific notification types, such as License Usage and License Expiry, and set triggers accordingly. This section allows for detailed configuration, including selecting SMTP servers for communication and specifying recipient groups in the TO and CC fields. The auto-population feature for email groups simplifies the setup process, making it quick and accurate.

Navigation - Notifications Menu

Navigate to Orchestration > User > Orchestration.
Click the Settings icon next to the user profile name at the top right corner.
On the Application Settings page, click Notifications from the left menu list to view the three configuration pages.
Figure: Notifications Menu

Groups

Group configuration allows users to manage email groups by creating, editing, and saving them with specific names and email addresses. The configuration includes values such as Group Name, Group Email Addresses, and an Active toggle to enable or disable the group as needed.

To configure new groups, perform the following steps:

On the Groups List page, click New Group + icon to configure a new group.
Figure: Groups List page - New group icon
On the New Group configuration page, enter the required details as shown below and click Save.
Figure: New Group configuration page
Figure: Success message
Note
Under the Group Email Address, you can specify any external email address(s).
The saved group will be displayed on the Groups List page.
Figure: Groups List page - New group configuration
Note
To modify group details, click the Group Name hyperlink. This will open the Edit Group page, where you can make the necessary changes.

Gateways

Gateway configuration allows users to set up and manage SMTP servers efficiently. Users can add new gateways, and define server details including Server Name / IP Address, Port, From Name, From Address, Username, and Password. An Active toggle ensures seamless routing of email notifications through designated servers.

To configure new gateways, perform the following steps:

On the Gateways List page, click New Gateway + icon to configure a new group.
Figure: Gateways List page - New Gateway icon
On the New Gateway configuration page, enter the required details as shown below and click Save.
Figure: New Gateway configuration
Figure: Success message

Let’s understand the fields and their significance.

Field	Description
Gateway Type *	The gateway type determines the protocol and method used for routing notifications. Currently, SMTP (Simple Mail Transfer Protocol) is the available option, which is used for sending email notifications.
Gateway Name *	Enter a unique and descriptive name for the gateway configuration. Example: Primary SMTP Server, Backup Email Gateway, Marketing Notifications.
Active	Use this toggle switch to enable or disable the gateway configuration.
SMTP Server Details
Server Name/IP Address *	Enter the server name or IP address of the SMTP server that will handle the email notifications. This should be the address where the SMTP service is hosted. Example: smtp.example.com, 192.168.1.10
Port *	Enter the port number used to connect to the SMTP server. This port must be open and correctly configured on the server to handle SMTP traffic.
From Name*	Enter the display name that will appear in the "From" field of the email notifications. This name helps recipients identify the sender of the email. Example: Company Support, Marketing Team, Notification System
From Address *	Enter the email address that will appear in the "From" field of the email notifications. Example: support@company.com, marketing@company.com, no-reply@company.com
Username	Enter the username required to authenticate with the SMTP server. Example: user@company.com, smtp_user, notifications_user
Password	Enter the password associated with the username for authenticating with the SMTP server.

The saved gateway will be displayed on the Gateways List page.
Figure: Gateways List page - New gateway configuration
Note
To modify gateway details, click the Gateway Name hyperlink. This will open the Edit Gateway page, where you can make the necessary changes.

Rules

Rule configuration enables users to establish detailed notification rules based on specific events like License Usage and License Expiry. Users define each rule with a unique Rule Name and Description, specifying the Gateway Type and Gateway Name for email communication. The Notification Type categorizes alerts, directing them to designated recipients listed in the To and CC fields.

To configure new rule, perform the following steps:

On the Rules List page, click New Rule + icon to configure a new group.
Figure: Rules List page - New Rule icon
On the New Rule configuration page, enter the required details as shown below and click Save.
Figure: New Rule configuration
Figure: Success message

Let’s understand the fields and their significance.

Field	Description
Rule Name *	Enter a unique and descriptive name for the notification rule. Example: License Expiry Notification, Critical Error Alert, Daily Usage Summary etc.
Description	Provide a brief explanation of the notification rule.
Active	Use this toggle to enable or disable the notification rule.
Email
Gateway Type *	The gateway type determines the protocol and method used for routing notifications. Currently, SMTP (Simple Mail Transfer Protocol) is the available option, which is used for sending email notifications.
Gateway Name *	Select the configured SMTP gateway that will be used to send the notifications. The gateway name identifies the specific server settings through which emails will be routed. Example: Primary SMTP Server, Backup SMTP Gateway, Marketing Email Server
Notification Type *	Select the type of notification that this rule will apply to. This categorizes the rule based on specific events or conditions. Options include: License Expiry: Triggers notifications when a software license is approaching its end date. License Usage: Triggers notifications based on the usage levels (Purchased and Consumed counts) of software licenses, such as when usage reaches a specified threshold.
Notification Trigger Options *	The trigger options are dependent on the type of notification selected. Let’s check the two available options: License Expiry License Usage
To	Enter the email addresses of the primary recipients who should receive the notifications. Note You can enter a group name, email address from the master, or custom email address followed by a semicolon (;) to separate multiple recipients. Example: email@example.com; custom@email.com
Cc	Enter the email addresses of the secondary recipients who should receive a copy of the notifications. Separate multiple email addresses with commas.

The saved rule will be displayed on the Rules List page.
Figure: Rules List page - New rule configuration
Note
To modify rule details, click the Rule Name hyperlink. This will open the Edit Rule page, where you can make the necessary changes.