Notification 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.

What’s New?
Notification type works different based on the selected license model. For more information, refer Notification Types based on License Model.

Configure Rules

To configure a new rule, perform the following steps:

Log in to the Application as an Admin.
Navigate to Service Automation > User > Service Automation.
Click on the settings icon to configure Application Settings.
Select Notification then Rules.
On the Rules List page, click the add icon + to configure a new rule.

Figure: Create Rule
Enter the required details as shown below and click Save.
For more information, refer to Field Description

Figure: New Rule

Field Description

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. These differ based on the license model. For more information, refer to Notification Type based on License Model.
Notification Trigger Options *	The trigger options are dependent on the type of notification selected. Let’s check the two available options: For more information, refer to License Usage Notification Thresholds. License Expiry When set to License Expiry, the system triggers alerts based on how close the license is to its expiration date. This option works identically to the behavior in the Execution‑based License Model. Displays the available reminder intervals that determine when expiry notifications should be sent. Users can select one or more trigger options from the list options. Figure: License Expiry License Usage Users can choose one or more license‑usage thresholds—50%, 75%, 90%, and 100%—for receiving alerts. Users can also specify the recipients (To and Cc) who should receive the notifications for 100% threshold level as well. For more information refer Notification Based License Model. Figure: 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@acme.com ; custom@acme.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 - Saved rule

Note
To modify rule details, click the Rule Name hyperlink. This will open the Edit Rule page, where you can make the necessary changes.

Process to trigger rules and notifications

Once all conditions are defined, a trigger must be set to initiate the execution of rules and notifications. This is managed through Schedulers.

By default, the following standard schedulers is available in the system:

License Usage
License Expiry
Notification Queue

These scheduler jobs run continuously with the following execution times:

License Usage: Every 5 minutes from 00:00 to 23:59 daily
License Expiry: Every 5 minutes from 00:00 to 23:59 daily
Notification Queue: Every 1 minute from 00:00 to 23:59 daily

To view these schedulers, navigate to Schedulers > Scheduler List. Select the Action Type as Standard.

Schedulers List page - Standard Schedulers

Figure: Schedulers List page - Standard Schedulers

Note
These standard schedulers are pre-configured in the system by default and cannot be edited or modified.

Notification Type based on License Model

The Notification Type setting allows users to configure how Service Automation alerts are generated based on license‑related events. Two notification categories are supported: License Expiry and License Usage. Each category provides tailored behavior to ensure administrators receive timely and meaningful alerts regarding license validity or consumption.

What’s New?
This feature enables Service Automation users to configure notification triggers based on specific license‑usage thresholds. Users can define one or more limits at which the system should send alerts, ensuring timely visibility into license consumption and avoiding disruption to workflow execution.

Figure: Notification Type

Execution based license model notifications

Notification Type include the following options:

License Expiry
License Usage

License Expiry: When License Expiry is selected as the notification type, the system behaves exactly as it does in the Execution‑based License Model. Notifications are triggered when the license validity period reaches its end.
Figure: License Expiry

License Usage: By default, notifications for License Usage are triggered at 100%, and this setting is preselected and cannot be modified. All alerts are sent to the recipients specified in the To field. This flexibility allows both single‑select and multi‑select configurations, giving users complete control over when notifications should be generated. This also includes 100% value for License Usage.
Figure: Notification Trigger Options

Workflow based license model notifications

Notification Type include the following options:

License Expiry
License Usage

License Expiry: When License Expiry is selected as the notification type, the system behaves exactly as it does in the Workflow‑based License Model. Notifications are triggered when the license validity period reaches its end.

Figure: License Expiry

License Usage: If the Notification Type is set to License Usage for the workflow‑based license model, the user can select 100% from the notification trigger options. The notification alert will be sent to the user IDs specified in the To field. This flexibility allows both single‑select and multi‑select configurations, giving users complete control over when notifications should be generated. This also includes 100% value for License Usage.
Figure: Notification Trigger Options