Sending a notification from a task
The conveyIT Maestro notification Wizard allows you to generate notifications that are sent to your client or other parties in the transaction directly from the workflow. These notifications are stored as templates in our document library and allow you to generate text messages and emails quickly using data provided by you previously either when you created the workflow or during the completion of subsequent steps within the workflow. conveyIT Maestro however may still need to gather information from you prior to generating the appropriate notification. The conveyIT Maestro notification tool will step you through this process. The notification tool is called when you choose to complete a notification task within the workflow. These notification tasks normally appear when the transaction is confirmed and therefore becomes unconditional and on settlement. To create a document, click on “send email” that appears in blue under the description within a notification task. The send notification work area will now display like this:
You will note that in the recipient’s menu on the left-hand side of the work area contact groups are listed. These are the possible groups that may require to be notified depending on the stage in the transaction and the type of notification you want to send. This allows you to change each notification to suit the particular contact group. After you have completed sending either an email or a text message or of course both to a particular contact within the contact group you must then select the next contact group and repeat the procedure. You would continue to do this until you have sent the appropriate notification to all of the relevant contacts you wish to notify.
Sending an email notification
Provided that you have completed all the necessary information for your contact during the setup phase of the workflow, conveyIT Maestro will populate the necessary email address into the “send to” field. If you did not do this or if you wish to send it to an alternative email address simply remove the address that is in this field and enter the correct address by typing in the details and hitting enter. If you wish to notify more than one contact from this particular email then continue to add each email address individually hitting enter after each one.
As is the case with your contact email address, conveyIT Maestro will enter the name of the transaction into the subject field. If you wish to you can change or overwrite completely the words that appear in the subject field. To do this, simply over type in the subject line with whatever you wish to change it to.
The contents editor appears directly below the subject line. This is a simpler version of a standard email editor and allows you to edit the text that appears as a result of the standard template that conveyIT Maestro uses. Simply make any changes you wish using this editor.
Once you have undertaken the steps above and are happy with the contents of the email you can now send it. To do this simply click the “send email notification” box that appears in blue directly under the editor as shown below:
Sending a text message notification
As is the case with the email notification, provided you entered the mobile number of the appropriate contact during the setup of your transaction, conveyIT Maestro will automatically fill the “mobile number” field. If this is not the case simply add the mobile number in this field.
Note: The mobile number needs to be in the following format 0274565898
Like the email notification, the message that you send to your contact via text can be edited. To do this simply delete or over type the text that is preformatted from the conveyIT Maestro template.
Once you are happy that the content of your text notification is correct, simply click on “send SMS notification” to send the message by text.