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A notification is an important message for all Ringtail users or specific groups of users. For example, review managers can use this feature to notify their teams of changes to the review protocol. Project managers can use it to alert all users of an upcoming maintenance window.
The Notifications bell icon on the Portal Home page provides access to the Administration page, which lists the status and a summary of the notification details. The notifications are sorted by creation date in the Created date column, with the most recent notification appearing first. The start and end dates, the date of the most recent edit, and the user name of the user who last edited the notification also appear, as shown in the following figure.
For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Ringtail, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
Administrators can view the status of each notification and determine if the notification is active and being displayed to selected users, expired and no longer being displayed to users, pending, or suspended. Additionally, administrators can determine whether users have viewed their notifications.
Administrators can add notifications for Ringtail users on the Administration page.
Use the following procedure to add a notification.
1.On the Portal Home page, click the Notifications icon.
2.In the navigation pane, click Administration.
3.Click Add.
4.In the Add notification window, on the Cases page, optionally select one or more cases.
Note: Selecting cases limits the list of potential recipients assigned to these cases. If you do not select any cases, you can select recipients from all licensed users in the portal. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Ringtail, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
For each case, the value in the Group column is No Group by default. When you select a case, you can optionally click the group value in this column to select from a list of available groups.
5.Click Next.
6.On the Recipients tab, select one or more recipients.
7.Click Next.
8.On the Schedule page, do the following:
a.Select the date and time range for the notification to appear to the recipients. The Start Time defaults to 12:00 A.M. on the current day. Use this default selection to activate the notification immediately upon saving.
b.Under Occurrence, do one of the following:
□Select Once to display the notification to users one time.
□Select Every login to display the message each time that recipients log in during the specified time range.
9.Click Next.
10.On the Message page, define the Title and Message for the recipients.
Note: The maximum length is of the title is 32 characters. The length of the message is unrestricted.
11.Click Next to view a summary of the total number of associated cases and recipients who are scheduled to receive the notification.
12.Click Save.
Administrators can add notification properties on the Administration page. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Ringtail, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
Use the following procedure to edit a notification.
1.On the Portal Home page, click the Notifications icon.
2.In the navigation pane, click Administration.
3.Click the title of an active notification.
4.Make changes on the Properties page.
Note: Editing the Title or Message fields resets the notification for all users. Resetting the notification might cause users to see the notification again, even if Once is selected under Occurrence.
5.To suspend an active notification, select Suspend. The notification will not appear for recipients until the administrator clears the check box.
Note: For expired notifications, with the exception of the dates and times, you can view but cannot change any properties. To enable all fields and edit the notification, change the End date and End time to a future date and time.
6.Click Save.
Use the following procedure to edit notification recipients. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Ringtail, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
1.On the Portal Home page, click the Notifications icon.
2.In the navigation pane, click Administration.
3.Click the title of an active notification.
4.In the navigation pane, click Recipients.
5.Do one of the following:
oFor active notifications, click Add to add recipients. Add recipients individually or select a case and group to access a list of users, and then click Save.
oTo delete recipients, select individual names and then click Delete. Click OK to confirm.
oFor expired notifications, you can view but not change the recipients. If the notification is expired, the check boxes for recipients are not available.
Administrators can add notifications for group members through the Groups page of the Security section for a case. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Ringtail, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
Use the following procedure to add notifications from Security.
1.On the Portal Home page, click a case.
2.On the Case Home page, under Security, click Groups.
3.Click the Add notification icon in the row for a group.
The Add notification window appears and the current case and group are pre-selected.
4.Add the notification.
For more information, see Add a notification.
You can send an email to users based on whether they have viewed a notification. For example, if users have not viewed the notification, you can send an email to ask them to log in and review their case.
For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in Ringtail, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
Use the following procedure to send an email to notification recipients.
1.On the Portal Home page, click the Notifications icon.
2.In the navigation pane, click Administration.
3.Click the title of an active notification.
4.In the navigation pane, click Recipients.
The Viewed column indicates whether a recipient has viewed the notification.
5.Select the check box next to the recipients that you want to email, and then click Copy email to clipboard. Ringtail separates the addresses with semi-colons.
Note: Every recipient might not have an email address configured. Copy email to clipboard is not available if email addresses are not configured for the selected recipients.
6.Paste the email addresses into your email application.
7.Compose and send the email.
Portal administrators can delete notifications for Ringtail users on the Administration page, regardless of the status.
Use the following procedure to delete notifications.
1.On the Portal Home page, click the Notifications icon.
2.In the navigation pane, click Administration.
3.Select the check box next to the notifications that you want to delete.
4.Click Delete. Click OK to confirm.
