Astra Schedule generates internal notification messages or email messages, depending on the process or task involved. Messages sent to Astra Schedule users are collected in the Notification List, and messages sent to external people, or manually sent are sent via email.
Astra Schedule users can manually check their notification list for new messages, and/or subscribe to the list to be notified on a schedule when there are new items to view.
System-generated email messages may be formatted as HTML or as PDF documents attached to the message, depending on system email settings. (Due to limitations in Outlook’s HTML rendering in Office 2007, PDF attachments may be preferable.) When email messages are generated, the system uses a pre-formatted Crystal Report file as the template. The new message content is added to the report and is sent as either HTML or a PDF file.
When an event request form is submitted, an email message is automatically generated and sent to the requestor for confirmation, and a Notification List entry is created for the person or person(s) associated with the Approver Group for the request form for approval.
When action is taken by an event request approver, the system generates a message to inform the requestor their event request was either confirmed, declined, or that more information has been requested.
Room and Resource Request
If allowed by the user's security setup, rooms and/or resources may be requested by users that do not have permission to officially reserve them. Instead, the act of selecting a room or resource for an activity generates a request for the room or resource that is sent to one or more users responsible for approving or declining the request. These request messages are sent automatically to any user that is a member of the Approver Group created for the room or resource in question.
When action is taken (the request is either approved or declined, or the approver requires more information), confirmation messages are automatically generated. Approvers may add comments to declined requests and may ask for additional details before taking action.
After a room or resource is approved, if changes are made to the activity's times or dates, a new request is generated and the room or resource status returns to "requested" until an additional approval is made.
Event notification messages can be sent after creating an event (using the Send Notifications option), or at any time when saving changes to an event on the event form (using the Send Event Summary button). The event notification email message includes an event summary followed by meeting details for each meeting in the event. This message can be used as a confirmation to a customer and/or as a general notification to interested parties. The messaging tool provided allows you to enter a personal note to be added to the beginning of the event notification message. By default, the event notification message is sent to the event’s customer contact(s). Additional recipients may be added before sending the notification.
In many cases, users simply need to be “kept in the loop” when certain rooms are scheduled, resources are utilized, or events are created. Event summary messages can be manually sent at any time, but if the notification is more of a requirement, usage and status change messages can be configured to be sent automatically as well. If users are subscribed to rooms, resources, or events through Notification Groups, they are automatically copied when one of the items is either scheduled or canceled.
Messaging is supported for the following actions as part of the scheduling workflow. Multiple actions may be supported by the same message type and report file.
|Event Summary||Can be manually sent at any time while in view mode on a particular event. The message contains the event and meeting information including room and resource assignments and statuses. By default, the Event Summary message is sent to the customer contact for the event. When sending this message, the user has an opportunity to interact with the recipient list and may add or remove recipients, including event attendees, as well as add a comment to the message. Report file: Notification of Event Summary.rpt.|
|Event Request Received||Sent automatically to the event requestor. This message confirms that the event request was received by the system and includes the event request details. Report file: Notification of Event Request Received.rpt.|
|Event Requested||Sent to the Notification List automatically for all approvers of the specific event request form that a new request was submitted.|
|Event Request Approved||Automatically sent to the event requestor when a submitted request is approved and the resulting event record is created and saved. This message confirms the details of their event and includes room and resource statuses. The message is also sent to any members of a notification group for the event request form. Report file: Notification of Event Request Approved with Summary.rpt.|
|Event Request Declined||Automatically sent to the event requestor after their request is declined by an event approver. This message can include a description of the reason for the decline as entered by the approver at the time the message is sent. Report file: Notification of Event Request Declined.rpt.|
|Event Request - Need information||Sent automatically to the event requestor when an event approver chooses the option to respond to the request with a question. The approver adds their question to the email before submitting the message. Report file: Notification of Event Request Info Needed.rpt.|
|New Notifications||Sent to Astra Schedule users when new messages are in their notification list. The frequency of this message is configurable by the user when subscribing to the list. Report file: Notification of New Alerts.rpt.|
Most messages sent to Astra Schedule users are sent to the notification list. Users can check the notification list manually, and/or subscribe to the list to be notified on a schedule when there are new items. You can learn more by reading the Notification List article.
|Event/Meeting Status Changed||Sent automatically to the event record owner (usually the primary event scheduler) when the event or event meeting status changes. Report file: Notification of Resource Status Changed.rpt.|
|Room Requested||Sent to the Notification List automatically for all applicable approvers when a particular room is requested.|
|Room Approved or Declined||Automatically sent to the requestor (the event scheduler) when a room approver approves or declines the room request from the request management list. Report file: Notification of Resource Confirmed or Declined.rpt.|
|Room - Need information||Automatically sent to the room requestor when an approver chooses the option to respond to the request with a question. The approver adds their question to the email before submitting the message. Report file: Notification of Resource Request Info Needed.rpt.|
|Room Scheduled or Cancelled||Sent automatically to any members of a notification group for the room in question when the room is scheduled or canceled. Additionally, the cancellation message is sent to any room approvers. Report file: Notification of Resource Status Changed.rpt.|
|Resource Requested||Sent to the Notification List automatically for all applicable approvers when a particular resource is requested.|
|Resource Approved or Declined||Automatically sent to the requestor (the event scheduler) when a resource approver approves or declines the resource request from the request management list. Report file: Notification of Resource Confirmed or Declined.rpt.|
|Resource - Need information||Sent automatically to the resource requestor when an approver chooses the option to respond to the request with a question. The approver adds their question to the email before submitting the message. Report file: Notification of Resource Request Info Needed.rpt.|
|Resource Scheduled or Cancelled||Sent automatically to any members of a notification group for the resource in question when the resource is scheduled or canceled. Additionally, the cancellation message is sent to any resource approvers. Report file: Notification of Resource Status Changed.rpt.|