How to send Task notifications from Rules using dynamic fields

About this guide

When should this be used?

This guide outlines the available dynamic fields and configuration required in rules to send notifications to people related to a task through rules while including task data. It would primarily be used for sending notifications regarding a task that is not attached to a Service Request.

Dynamic fields

Available dynamic fields 

On Notify Task Owner, Task Contributor, or Task Contact, the following fields can be used:

#TASK_ID#

#TASK_TYPE#

#TASK_STATUS#

#TASK_PRIORITY#

#TASK_SUBJECT#

#TASK_DESCRIPTION#

#TASK_ACTION#

#TASK_LOCATION# (primary full address)

#TASK_OWNER#

#TASK_CONTRIBUTOR#

#TASK_SCHEDULED_START#

#TASK_SCHEDULED_END#

#TASK_UPRN#

These can be present in the subject or the body of the email which is sent.

Note details also can be included: 

Title - #TASK_NOTE_TITLE#

Content - #TASK_NOTE_MATTER#

Configuration

How to configure the notification

You will need to create a rule which is triggered by an option related to a task.

In the example below we have configured a rule where an email should be sent when a note is added to a task:

This configuration results in the email below being sent to the task owner:

On the configuration for the notify action of the rule, you also have the option to ‘include task attachments’ which will result in any files uploaded being attached to the email sent.

Note

The Task ‘owner’ and ‘contributor’ will need to be set up as users on the system and will need access to both the note type used and document type (if one is selected against an uploaded image/file). 

The Task ‘contact’ can be either a user or a customer on the system, and again will require the relevant access to the note type or document type.