Tasks - Using Dynamic Fields in Task Rules

Introduction

About this guide

This guide explains which task dynamic fields can be used in notification rules and how to configure those rules to send task-related email notifications. It is intended mainly for notifications about tasks that are not attached to a Service Request.

Which Dynamic Fields are Available?

Available dynamic fields 

When configuring a notification to the task owner, task contributor, or task contact, you can use the following dynamic fields in the email subject or body:

#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.

You can also include task note details by using the following dynamic fields:

Title: #TASK_NOTE_TITLE#

Content: #TASK_NOTE_MATTER#

Configuration

Before configuring a notification rule, confirm that the task owner, contributor, and contact are correctly assigned and have access to the relevant note type and document type. If task attachments need to be included in the email, confirm that the uploaded files use document types available to the recipients.

Configuring the Notification Rule Action

Create a rule that is triggered by a task-related event.

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:

In the notify action configuration, select Include task attachments to attach any files uploaded to the task to the email notification.

The task contact can be either a user or a customer on the system and must also have access to the relevant note type or document type.