Maintenance, Technology, and Custom Work Request Modules Notifications

There are many email notifications you can receive for Maintenance, Technology, and Custom Work Request Modules. This article outlines what user type permission and personal email preference will give you certain notifications.

Who gets a notification when someone creates a request?

• The requestor is notified (the requestor must have the “Is created by me” permission turned on under their personal email preferences).

• Everyone else in your organization will receive a notification based on their user type settings:

  • If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “Any” for “Someone creates,” then that user type will receive a notification when any work request is created.

  • If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “Accessible Buildings” for “Someone creates,” then that user type will receive a notification if the request was created at the building(s) they have access to.

  • If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “Own” for “Someone creates,” then that user type will receive a notification when someone creates a request.

  • If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “None” for “Someone creates,” then that user type will not receive a notification when someone creates a work request.

Who gets a notification when a request is created on behalf of?

• If under their personal email preferences the user has selected, “Is created on my behalf,” then that user will receive a notification when a request is made on their behalf.

Who gets a notification when there are details pending?

• Trigger: A work request is submitted via email.

• If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “Any” to receive notifications for “Someone creates,” that user type will receive a notification as long as the request doesn’t require confirmation from an unconfirmed user.

Who gets a notification when a work request is pending confirmation?

• The requestor will receive a notification if they have never submitted a request to the system via email.

 Who gets a notification when a work request is responded to?

• The requestor gets notified (the requestor must have the “Is responded to” permission turned on under their personal email preferences).

• Everyone else in your organization will receive a notification based on their user type settings:

  • If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “Any” for “Someone responds,” then that user type will receive a notification when any work request is responded to.

  • If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “Accessible Buildings” for “Someone responds,” then that user type will receive a notification when someone responds to a request at the building(s) they have access to.

  • If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “Own” for “Someone responds,” then that user type will receive a notification when someone responds to their own work request.

  • If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “None” for “Someone responds,” then that user type will not receive a notification when someone responds to a work request.

 Who gets a notification when a work request is pending approval?

• The user who has the permission to approve/decline requests will receive a notification.

• If there is an approval process in place, the notification will first go to the first person in the approval process, then the second, etc. 

Note: If the user only has access to certain buildings, they will only receive a notification to approve for the building(s) they have access to.

Who gets a notification when a work request is assigned?

• If under personal email preferences, the user who is assigned to the task has selected to receive notifications when, “Is assigned to me” they will also receive a notification.

 Who gets a notification when a work request is updated?

• The requestor is notified (the requestor must have “Is updated” selected under their personal email preferences).

• Everyone else in your organization will receive a notification based on their user type settings:

  • If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “Any” for “Someone updates,” then that user type will receive a notification when any work request is updated.

  • If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “Accessible Buildings” for “Someone updates,” then that user type will receive a notification when someone updates a request at the building(s) they have access to.

  • If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “Own” for “Someone updates,” then that user type will receive a notification when someone updates a request they have submitted.

  • If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “None” for “Someone updates,” then that user type will not receive a notification when someone updates a request.

 Who gets a notification when a work request is resolved?

• The requestor is notified (the requestor must have “Is resolved” selected under their personal email preferences).

• Everyone else in your organization will receive a notification based on their user type settings:

  • If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “Any” for “Someone resolves,” then that user type will receive a notification when any work request is resolved.

  • If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “Accessible Buildings” for “Someone resolves,” then that user type will receive a notification when someone resolves a request at the building(s) they have access to.

  • If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “Own” for “Someone resolves,” then that user type will receive a notification when someone resolves a request they have submitted.

  • If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “None” for “Someone resolves,” then that user type will not receive a notification when someone resolves a request.

 Who gets a notification when a request is reopened?

• The requestor will be notified when their request is reopened.

• If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “Any” to receive notifications for “Someone creates,” that user type will receive a notification when any request is reopened.

• If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “Accessible Buildings” for “Someone creates,” then that user type will receive a notification when someone reopens a request at the building(s) they have access to.

• If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “Own” for “Someone creates,” then that user type will receive a notification when someone reopens a request they have submitted.

• If under Maintenance, Technology, or Custom Work Request Notifications a user type is set to “None” for “Someone creates,” then that user type will not receive a notification when someone reopens a request.

NOTE: Click here for more information about updating your personal email preferences.