Asset Requests Notification Emails

Updated: May 6, 2020
Contents

Overview

Users of the account receive email notifications related to the events caused by changes in Requests of the Fulfillment Management Module, as illustrated with the diagram below:

Notifications can be enabled for the given user in the User Profile settings:

If this setting is OFF, user will not receive any notifications.

Email Notification Attributes

The following information is sent in the notification email:

  1. Environment Type – Test or Production
  2. Request Type – Purchase, Change, Suspend, Resume or Cancel
  3. Request Status – Inquiring, Pending, Approved or Cancel
  4. Request ID – In the format of PR-xxxx
  5. Asset ID – in the format of AS-xxxx
  6. Vendor Name
  7. Product Name
  8. Product ID – in the format PRD-xxxx
  9. Tiers Attributes – see the following paragraph for explanation of the distribution Tiers and Levels 
    • Account ID
    • Account Name
    • Account Address
    • Contact Name
    • Contact Email
    • Contact Phone
  10. Items Attributes 
    • Item ID
    • MPN
    • Quantity
    • Unit

Any of these attributes can be used for automatic filtering of the email notification.

Distribution Tiers and Levels

Distribution your product often involves more than 1 level of distribution. In order to refer to those levels, we use logical concepts of Tiers and Levels:

  • Level = sequential number assigned to the particular account in the distribution chain as counted from the Vendor “down” the distribution chain to the End-Customer
  • Tier = sequential number assigned to the particular account in the distribution chain as counted from the End-Customer “up” the distribution chain to the Vendor

Both concepts can be logically illustrated with the following diagram:

Where Tiers are highlighted with red and Levels with blue colors.

Email Notifications Filtering

Vendor Portal does not provide built-in filtering capabilities because this functionality can easily be achieved using external systems, either individually or at the distribution list level as described below.

Individual Users Filters

The principal schema of filtering for individual users is illustrated with the following diagram:

Where individual users can setup filters based on email contents to either drop certain emails or move them to separate folders.

Individual Filters Configuration

Most email clients have embedded capabilities to create filters, some of the most commonly used configurations are linked below:

  1. Microsoft Outlook – see Manage email messages by using rules
  2. Google Gmail – see Create rules to filter your emails
  3. Apple Mail – see Use rules to manage emails you receive in Mail on Mac

Please consult documentation of your mail client in case of other clients.

Distribution Lists with Filters

In certain cases it is simpler to maintain common filtering rules for the group of emails (distribution lists). Distribution lists can be registered in connect like any other user and filtering configured as illustrated with the following diagram:

Where

  1. An “artificial” (“robot mailbox”) user is added to the account to receive all notifications
  2. A filter is configured to forward only relevant messages to the relevant mailing lists
  3. Distribution list with the relevant users/email is maintained in a centralized manner

Distribution Lists Configuration

There is a large number of systems that can be used to create distribution lists. The right choice of the system largely depends on the rules and practices of IT in your organization. Some examples of the widely used systems:

  1. Microsoft Exchange – see Manage distribution groups
  2. Zapier – see Email Integrations with Zapier
  3. Mailgun – see How Do I Setup a Route?

Please consult documentation of your mail system in case it’s not linked above.

Distribution Lists Filtering Configuration

Just like with the individual filters, any attribute of the notification email can be used to configure filtering for the distribution lists. The actual configuration steps are system-specific. An example of rules to be configured with Zapier (see https://zapier.com) is illustrated below:

Basically, consisting of 3 key steps:

  1. Setup the “Handle new inbound email” trigger and add generated user as an email to your Account
  2. Setup the “Only Continue if…” rules, like “Environment: Production” to filter only production requests
  3. Setup the “Send Outbound Email”  to forward notification to the distribution list or individual emails
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