Customizing Event Messages

Objectives

After completing this lesson, you will be able to:

  • Customize event messages

Automatic Event Notifications

The system sends automatic event notifications. Some of the messaging subjects and messaging can be customized or disabled.

Automatic Event Notification Examples

Buyers may want to customize a standard e-mail notification in circumstances such as:

  • The content in the standard e-mail message doesn't convey the required information or additional information is required.
  • Individual notifications (a specific team member or supplier) and group notifications (all other participants) are required.
  • Translations are required for the message content.

Automatic Event Notification Templates

A template determines the notification content.

You can modify the templates for a single user in an event, for all users in an event, and for all events.

The templates use tokens, which are special capitalized variables enclosed by square brackets, to insert contextual information into the notifications.

Procedure

Use this procedure to modify the standard messages sent to team members and suppliers to convey the required information at different stages of a guided sourcing event.

Open the Guided Sourcing project for editing, select More ActionsEvent SettingsCustomize messages.

More Actions, Event Settings, Customize messages.

Take one of the following actions:

  1. Edit the message by selecting the pencil icon under the Edit column.To edit message, choose he pencil icon.Change subject and message details.
    • The Apply template to dropdown defaults to all participants, but can be changed to a specific team member or supplier, provided they're added to the event.
    • The capitalized phrases contained in brackets, for example [EVENT_TITLE], are variables that the system replaces with information specific to the event when generating a notification.
    • Modify the subject and the message body of the template as necessary. Be sure not to change the values within the brackets, or the system can't recognize them and won't substitute the desired values.
  2. To enable or disable a message for the event, choose Enable/Disable .Enable or disable a message for an event.
  3. To delete a customized e-mail template, select the checkbox against the template and choose Delete.
    • You can use this option to revert the customizations made to a standard e-mail template.
    • When you delete a custom e-mail template, the standard version of the template is reinstated and used for notifications.

The Messages Popup

Use the Messages popup to send messages to team members, participants, and other users or groups in your organization.

Accessing the Messages Popup

To open the Messages popup, you can use one of the following methods:

  • Select the messages icon in the lower-right portion of the pageChoose the Communication message icon.
  • Select the more icon ( ) on an item in your event interface and select New messages.
  • Click the team icon and then click the messages icon following a team.

Each project message board, event message board, and messages popup use a unique repository and don't share messages:

  • Messages sent using the Messages popup don’t appear on the event message board or the project message board.
  • The Messages popup doesn't display messages or notifications from the event message board or the project message board.

Messages Popup

A Messages popup looks similar to the following:

Select an options from the list of Recipient groups.
  1. Subject line
  2. Recipient audience groups
    • The internal audience includes members of your organization.
    • The external audience includes supplier users.

After the Subject has been entered and the Recipients have been chosen, the message can be typed, attachments uploaded and sent.

Enter a message on the popup.

Considerations

  • You can move the Messages popup anywhere on the page.
  • Messages sent using the popup are sent to each recipient’s regular e-mail address.
  • View the text of new and existing messages by clicking the message subject.
  • When you select multiple participants as recipients, the Messages popup sends separate messages to each participant. This ensures that participants can’t read responses from other participants.
  • The messages icon may not be visible depending on your screen resolution and browser zoom values. If this occurs, go to the upper-right corner of the page, select the more options icon, then select Communication message.

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