Use this page to add or edit a SmartAlert. If editing a SmartAlert, you cannot change the type. If you copied a SmartAlert, you can create a new SmartAlert based on the information from the SmartAlert you copied.
This page can be accessed from the Event menu - Communications - SmartAlerts page or the Organization menu - Libraries - SmartAlerts page by selecting Add or Edit a SmartAlert.
Perform the following to create or edit an Alert:
If there are multiple locales used, select the Locale for which you want to enter the name and optional message. The name is used as the subject line of the alert, and the message become part of the alert content.
In the Alert Name field, enter a descriptive name for the SmartAlert that indicates what the SmartAlert does.
In the Alert Type drop-down list, select the type of the SmartAlert (not selectable when editing an alert). To see what each type does, select a type then click the View a Sample link to see the information it provides. For example, an Event Cutoff Alert type sends an email at a specific date to remind recipients that the cutoff date is approaching soon.
In Step 1: SmartAlert Setup, choose the parameters for the SmartAlert. The parameters vary by type.
In Alert Parameters, define the criteria for the alert and the frequency of sending the alert. For example, with an Inventory Rule alert, you can choose the pickup percentage that triggers the Alert and how often it is re-sent as long at the criteria are met.
In the Alert Start Date, define when to start sending the Alert. Dates can be fixed dates or relative to other event dates such as Reservation Open, Reservation Close, and Event Cutoff dates. By using relative dates, if the comparative date changes in the event (for example if Reservation Close date is updated), then the Alert will automatically be adjusted to use that new date.
In the Alert End Date, define when to stop sending the Alert.
In Step 2: Recipient List, choose the recipients for the SmartAlert as follows:
Select an organization from the Select Organization drop-down list. The organizations listed are from the affiliate library or affiliates in the event.
To add a recipient, click the name in the Add Recipient box to add that recipient to the Current Recipients box. To remove a recipient, click the name in the Current Recipients box. Click the right or left arrow to add or remove all recipients from that organization.
Repeat steps a and b for each organization. For events, the Select Organization list includes the hotels associated to the event.
To manually add an email address as a recipient, enter it in the large box below the Current Recipients box. If entering multiple emails, separate them by a comma.
To send the Smart Alert to users assigned to My Event in the event’s Details section, check the Send to My Event Users checkbox.
To send a welcome message notifying each recipient that they have been added, check the Send a welcome SmartAlert once to each recipient box.
To view a sample of the welcome message, click View a Sample.
Control the “From” address of the welcome message by entering text in the Send it from field.
Optionally, in Step 3: SmartAlert Message, add custom text to the beginning of the SmartAlert email.
Click Save to save the SmartAlert.
Perform the following to create or edit an Update:
If there are multiple locales used, select the Locale for which you want to enter the name and optional message. The name is used as the subject line of the alert, and the message become part of the alert content.
In the Update Name field, enter a descriptive name for the SmartAlert that indicates what the SmartAlert does.
In the Update Type drop-down list, select the type of the SmartAlert (not selectable when editing an alert). To see what each type does, select a type then click the View a Sample link to see the information it provides.
In Step 1: SmartAlert Setup, choose the parameters for the SmartAlert. The parameters vary by type.
In Update Parameters, define the criteria for the alert and the frequency of sending the alert.
In Update Frequency, choose how often to sent the SmartAlert.
In Update Start Date, define when to start sending the Update. Dates can be fixed dates or relative to other event dates such as Reservations Open, Reservations Close, and Event Cutoff dates. By using relative dates, if the comparative date changes in the event (for example if Reservation Close Date is updated), then the Update will automatically be adjusted to use that new date.
In Update End Date, define when to stop sending the Update.
In Step 2: Recipient List, choose the recipients for the SmartAlert as follows:
Select an organization from the Select Organization drop-down list. The organizations listed are from the affiliate library or affiliates in the event.
To add a recipient, click the name in the Add Recipient box to add that recipient to the Current Recipients box. To remove a recipient, click the name in the Current Recipients box. Click the right or left arrow to add or remove all recipients from that organization.
Repeat steps a and b for each organization. For events, the Select Organization list includes the hotels associated to the event.
To manually add an email address as a recipient, enter it in the large box below the Current Recipients box. If entering multiple emails, separate them by a comma.
To send a welcome message notifying each recipient that they have been added, check the Send a welcome SmartAlert once to each recipient box.
To view a sample of the welcome message, click View a Sample.
Control the “From” address of the welcome message by entering text in the Send it from field.
Optionally, in Step 3: SmartAlert Message, add custom text to the beginning of the SmartAlert email.
Click Save to save the SmartAlert.