Notification Email When Event Form Submitted

It would be very helpful if it was an option to receive a notification email every time a form is submitted.  This issue came up when we opened our new library with multiple study rooms for students to request.  The library is open till midnight, so it would be helpful to library staff if they could receive an email notification immediately when a student submits the request form.  That way they would know to go to Astra to review as opposed to going in every 30 minutes to check for a notification. 

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Comments

13 comments
  • Jamirae Holbrook

    Could you set them up with a Notification (under Approvals and Notifications)?  I think if you add their email address and associate the event request form or room to that Notification, they get notified immediately.  I think. :)

    Vicky

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  • I had submitted a ticket for my trainer to assist me.  They said AA doesn't have the capability to email notifications instantly based on form submission.  Once a form is approved, then it will send notifications.  Which I don't understand because the person who submitted the form got an instant email.  Why couldn't the approver group for that form also get an instant email?

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  • And maybe I didn't explain the problem to them clearly... but, I did create a notification group for the form and the rooms....  is there another step after you create the notification group? Like a report or something on the back end that has to be attached to it? I don't know. 

     

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  • Jamirae,

    Yes, after you set up your notifications/approver groups, those people who would receive notifications need to go into the notifications area (under the Settings menu) and configure their notifications. Click on the plus sign "My Preferences" and then create a frequency, during hours of... I have mine set for every two minutes during the work day only. Your library staff could set theirs up to see it every minute up until midnight if they wanted to. Shoot me a message if you want to walk through it together.

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  • Scroll down to the bottom for "Subscribe to the Notification List" instructions here: https://help.adastra.live/hc/en-us/articles/360030877152-Notification-List. Much better detail than I gave you. :)

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  • Yes, I did all that, but you can't set the notifications to send upon submission of a form.  You can set them to send in time intervals. Thank you for your time and help.

     

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  • Ahh, yes I think the closest you could get to that is to send a notification email every one minute if new notifications hit your list. Certainly better than checking constantly, but not as great as your suggestion.

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  • If they are the approvers of those locations and they have their Notification preferences set for every 1 minute, they should be notified almost instantaneously. :)

    Vicky

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  • But, then you would be receiving a new email every minute.  That isn't very efficient.  Astra is about being efficient.

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  • Someone correct me if I am wrong, but don't we only receive email Notifications when something NEW lands in our Astra Notification List?  Therefore, an email would only be sent every minute if the Library received new requests in their Notification List every minute.

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  • Vicky, you have it right. The frequency you set is really just a "check for any NEW notifications and send an email with them if they exist" time limit. If there are no new notifications, you won't get an email until the next time a new one hits your subscription. You're asking Astra to CHECK for new notifications every minute, not send you an email every minute. This is why I have mine set to a two minute frequency, to quickly grab anything new. I still only ever get emails with notifications three or four times a day as folks submit a form.

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  • OK, I understand.

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  • Thanks, Kelly.  It's been so long since I've thought of the "process."  I wanted to make sure I was giving the correct info.

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