Room Status Change Email
In this example, you’ll see that room ADAMS 103 has been scheduled. The status changes are highlighted in red. If this room was canceled, the user would receive a second email, notifying them of that change. Emails are sent from email@example.com if a notification group is set up.
Resource Status Change Email
In this example, two of the Extension Cord – Indoor (10 feet) resources have been scheduled. The status changes are highlighted in red. As Catering is not highlighted, we can infer that this person is in a notification group for IT Equipment and not for Catering resources. Emails are sent from firstname.lastname@example.org if a notification group is set up.
Emails are sent to the end-user during the event request process and are three trigger times for emails:
- when the event request is received
- when the approver asks for additional information, and
- when the event is approved or declined.
All elements of the event must be approved before the end-user will receive their approval email. Below are examples of all 4 emails!
Event Request Received Email
This email will send when the user clicks “Submit” on the event request form. They will have a record of the information they filled out on the form, as well as the individual meeting, room, and resource information selected. Emails are sent from email@example.com.
Request for Additional Information
This email will send when the approver clicks the "Request Info" button in the notification list, which is the blue icon. The email will include the high-level event and meeting information. The question asked in the popup window when clicking the icon will be in bold above the Reservation Number. The email is sent from firstname.lastname@example.org and if there is a reply, it will be sent to the user that requested the additional information for the event.
This email will send when all elements of the form have been approved or filled out, meaning the event is in a Scheduled status. The end-user will see all elements of the event in the email, and the email will reflect any changes the approver may have made. The email is sent from email@example.com and if there is a reply, it will be sent to the user that approved the event.
This email will send if the event is declined. The user will see a reason at the top of the email, which will have to be typed in manually by the approver. The high-level information about the event, dates, and times will display. The email is sent from firstname.lastname@example.org and if there is a reply, it will be sent to the user that declined the event.
The email examples above are emailed as PDF attachments, correct?
Is there a way to have the information displayed similarly in an HTML email?
Hi there! Yes, all emails can either be sent as a PDF attachment or as an HTML email. If you would like to switch to an HTML email, please submit a ticket, and our software support team will get that setup for you.
Have a great day!
Ha, I started this journey into the message boards because of the layout issue. A customer service rep switched me over to HTML which looks professional, but I know how to download the attachment or enlarge on a phone.
Ah, I see your ticket! We do have another HTML setting that should have the information line up correctly. However, if that doesn't work, we can update the Crystal Report. You're in good hands with Laurel! She will get you all sorted out.
Does Astra currently support RSS notifications when a new request has been submitted?
We do not currently support RSS notifications for the notification list. You can use the options listed above, or you can subscribe to the notification list using the "My Preferences" functionality. This will send emails to the user. You can find information on that in this article!
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