Message Details

System generated messages are sent using email and may be formatted as HTML or as PDF documents attached to the message, depending on system email settings. (Due to limitations in Outlook’s HTML rendering in Office 2007, PDF attachments may be preferable.) When messages are generated, the system uses a pre-formatted Crystal Report file as the template. The new message content is added to the report and is sent as either HTML or a PDF file.

 

Messaging is supported for the following actions as part of the scheduling workflow. Multiple actions may be supported by the same message type and report file.

 

Event Summary (Notification of Event Summary.rpt)

The Event Summary message can be manually sent at any time while in edit mode on a particular event. The message contains the event and meeting information including room and resource assignments and statuses. By default, the Event Summary message is sent to the customer contact for the event and copied to the event scheduler. When sending this message, the user has an opportunity to interact with the recipient list and may add or remove recipients as well as add a comment to the message.

 

Event Request Received (Notification of Event Request Received.rpt)

The Event Request Received message is sent automatically to the event requestor. This message confirms that the event request was received by the system and includes the event request details.

 

Event Requested (Notification of Event Requested.rpt)

The Event Requested message is sent automatically to notify all approvers for the specific event request form that a new request was submitted. The message contains a link that launches the application and directs the approver to the request management list.

 

Event Request Approved (Notification of Event Request Approved with Summary.rpt)

The Event Request Approved message is automatically sent to the event requestor when a submitted request is approved and the resulting event record is created and saved. This message confirms the details of their event and includes room and resource statuses. This message is copied to the event scheduler.

The Event Request Approved message is also sent to any members of a notification group for the event request form.

 

Event Request Declined (Notification of Event Request Declined.rpt)

The Event Request Declined message is automatically sent to the event requestor after their request is declined by an event approver. This message can include a description of the reason for the decline as entered by the approver at the time the message is sent.

 

Event Request - Need information (Notification of Event Request Info Needed.rpt)

The Event Request - Need Information message is sent automatically to the event requestor when an event approver chooses the option to respond to the request with a question. The approver adds their question to the email before submitting the message.

 

Event/Meeting Status Changed (Notification of Resource Status Changed.rpt)

The Event/Meeting Status Changed message is sent automatically to the event record owner (usually the primary event scheduler) when the event or event meeting status changes.

 

Room Requested (Notification of Resource Request.rpt)

The Room Requested message is sent automatically to all applicable approvers when a particular room is requested. The message contains a link that launches the application and directs the approver to the request management list.

 

Room Approved (Notification of Resource Confirmed or Declined.rpt)

The Room Approved message is automatically sent to the requestor (the event scheduler) when a room approver approves the room request from the request management list.

 

Room Declined (Notification of Resource Confirmed or Declined.rpt)

The Room Declined message is automatically sent to the requestor (the event scheduler) when a room approver declines the room request from the request management list.

 

Room - Need information (Notification of Resource Request Info Needed.rpt)

The Room - Need Information message is sent automatically to the room requestor when an approver chooses the option to respond to the request with a question. The approver adds their question to the email before submitting the message.

 

Room Scheduled (Notification of Resource Status Changed.rpt)

The Room Scheduled message is sent automatically to any members of a notification group for the room in question when the room is scheduled.

 

Room Cancelled (Notification of Resource Status Changed.rpt)

The Room Cancelled message is sent automatically to any members of a notification group for the room in question when the room is scheduled.

Additionally, this message is sent to any room approvers.

 

Resource Requested (Notification of Resource Request.rpt)

The Resource Requested message is sent automatically to all applicable approvers when a particular resource is requested. The message contains a link that launches the application and directs the approver to the request management list.

 

Resource Approved (Notification of Resource Confirmed or Declined.rpt)

The Resource Approved message is automatically sent to the requestor (the event scheduler) when a resource approver approves the resource request from the request management list.

 

Resource Declined (Notification of Resource Confirmed or Declined.rpt)

The Resource Declined message is automatically sent to the requestor (the event scheduler) when a resource approver declines the resource request from the request management list.

 

Resource - Need information (Notification of Resource Request Info Needed.rpt)

The Resource - Need Information message is sent automatically to the resource requestor when an approver chooses the option to respond to the request with a question. The approver adds their question to the email before submitting the message.

 

Resource Scheduled (Notification of Resource Status Changed.rpt)

The Resource Scheduled message is sent automatically to any members of a notification group for the resource in question when the resource is scheduled.

 

Resource Cancelled (Notification of Resource Status Changed.rpt)

The Resource Cancelled message is sent automatically to any members of a notification group for the resource in question when the resource is scheduled.

Additionally, this message is sent to any resource approvers.

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