3 Designing a Notification

This chapter contains the following topics:

Understanding the Notification Design Process

You might already have a business process that involves notifying users when an event has occurred, or you might have a business process in EnterpriseOne that involves Watchlists that provide alerts to users. Now you want to take the next step and improve your business efficiency by proactively sending the information to users anytime and anywhere. Notifications allow JD Edwards EnterpriseOne to be a proactive system and accelerate the time to complete business processes by setting notifications to run on a predefined schedule and send messages to subscribers via work center, email, text messages, or browser pop-up messages.

Before you can create a notification, you need to perform an analysis to:

  • Identify the problem and the solution.

  • Identify the type of notification you need for the information you want to share.

  • Provide the ability for users to enter inputs to further define what they want to see.

  • Identify what type of schedule makes sense.

  • Name the notifications so subscribers easily understand what they provide and how often.

You can use a simple worksheet for your analysis or you could use a storyboard, flow chart, or a combination of methods depending on the complexity of your notification. Use the information captured from your analysis to configure notifications in the Orchestrator Studio as described in Chapter 4, "Creating Notifications with Orchestrator Studio 9.2.4 (Release 9.2.4.0)".

Identifying the Problem and Solution

Begin the analysis by identifying what condition or event will trigger the notification, what information the subscriber should see in the message, and optionally, which JD Edwards application the subscriber should launch to take action.

Example: Company A's Problem and Solution

Problem

Some of Company A's employees have been forgetting to enter their work hours or entering them late.

Solution

Company A's manager wants to schedule a notification message to be sent each Friday to hourly employees to remind them to enter their hours. The manager can create a notification:

  • Use a simple notification and define the notification message text to remind users to enter their time.

  • Add a shortcut to the time entry application from the notification message.

  • Allow employees to subscribe to that notification message if they need a reminder.

Example: Company B's Problem and Solution

Problem

During Month End Close the accounting managers at Company B must be available at all times to approve month-end adjustment entries that are being made by many different groups. They need to be notified whenever there are batches awaiting approval, even while they are away from their desks or away from the office. Today, Watchlists serve this purpose well, but the accounting managers must be logged into EnterpriseOne to see the Watchlist. Receiving an e-mail or text message on their mobile device will enable them to be away from their desk and still perform their jobs.

Solution

Company B wants to design a notification that will send the information to the accounting managers even if they are not currently signed into EnterpriseOne. Company B can create a notification:

  • Use a Watchlist type notification and define the notification message text to explain that there are batches needing review and approval.

  • Add a shortcut to the Work with Batches application from the notification message.

  • Allow the accounting managers to subscribe to the notification and select the email delivery option.

Example: Company C's Problem and Solution

Problem

Company C often orders items from its suppliers that are important, expensive, or critical to business processes. For example, an asset manager might order an expensive piece of equipment, or a maintenance manager might be waiting for a part to complete a repair. These individuals want to be notified quickly and proactively when their order is at a status of "Received."

Solution

Company C wants to design a notification based on an orchestration that uses the purchase order number as input and finds its status. The asset manager or maintenance manager subscribing to the notification is notified when that purchase order is at a status of "Received."

  • Build the notification based on an orchestration that uses purchase order number as an input. The orchestration then performs a data request to a JD Edwards table to filter on that purchase order number and return the status of the purchase order.

  • The notification includes message text that informs the subscriber that their purchase order is received. Because the input to the notification is a variable, anybody who knows a purchase order number can subscribe to the same notification and get notified about that particular purchase order.

Planning for "Run As Subscriber" and "Allowing Subscriber Overrides"

What types of inputs will be used by your notification? Do you expect that one message sent to all subscribers will meet your needs? Or do you need to take into account different business centers or other factors that might affect the content of the message? Do your subscribers need the ability to override inputs so that they have more control over when they receive notification messages? All of these answers impact whether you want to use the Allow Subscriber Overrides option for your notification.

The second consideration is security, data source access, and performance. The Run As Subscriber option enables you to run a notification individually for each subscriber using that subscriber's security settings. If you have the Run As Subscriber option off, the system uses a proxy user, the same user that starts the scheduled notification, instead. This second option provides lower overhead and improves performance. It is recommended if you do not have any security concerns for the data included in the notification.

Example: Company A's Input Analysis

Company A is sending a reminder message for time entry. Time entry is due at the same time for everyone and all employees use the same time entry system, so running the notification once and sending the same message to all subscribers will suffice.

For this notification, you can turn off the option to "Run As Subscriber." No inputs are required.

Example: Company B's Input Analysis

Company B is using a notification based on a Watchlist for batches of month-end adjustment entries needing approval. As a notification designer, you want to make sure that the appropriate accounting managers receive the notification and shortcut to the approval application, so you will run the notification separately for each subscriber and based on the subscriber's security settings.

For this notification, turn on the option to "Run As Subscriber" so that the notification is run separately for each subscribing accounting manager using that subscriber's user security settings. This notification does not require an input.

Example: Company C's Input Analysis

Because Company C wants to use a single notification for any purchase order, the purchase order number is defined as an input to the notification. Since different subscribers will input different purchase order numbers, you want to give the subscriber the ability to specify which purchase order they are interested in. However, whether you want to run this notification separately for each subscriber or use a proxy user depends on the sensitivity of the data and your security settings.

This last example can have two scenarios:

  • Purchase orders are highly sensitive and the subscribing asset or maintenance managers are secured out of all orders except their own.

    In this case, turn on the option to "Run As Subscriber" so that the notification is run separately for each subscriber, thus avoiding any security concerns. Also, turn on the option to "Allow Overrides" and add an input for the "Purchase Order Number" so that the subscriber can override this input value in Subscription Manager. When they set up their subscription they can specify the purchase order they want to track.

  • All subscribing asset and maintenance managers have access to the same purchase orders.

    For this second scenario, turn off the option to "Run As Subscriber" so that the notification is run as the proxy user, preferably a user that has the same security access as the asset/maintenance managers. For this use case, running with Run as Subscriber = OFF is preferable, if security is not a concern, because the notification has to run just once for everybody instead of once for each individual subscriber, while the subscribers can still get personalized results. Turn on the option to "Allow Overrides" and add an input for the "Purchase Order Number" so that the subscriber can override this input value in Subscription Manager. When they set up their subscription they can specify the purchase order they want to track.

Identifying What Type of Schedule Makes Sense

Example: Company A's Schedule Analysis

Company A's manager has decided that he would like his time entry reminder to be sent every Friday. Find a schedule that reflects this time frame or create a new schedule. You can also use a Cron string to schedule the notification to run at a certain time every Friday.

Example: Company B's Schedule Analysis

Company B wants to be sure the adjusting entries are reviewed and approved as quickly as possible. The notification designer determines that the notification should be run every 15 minutes during the month end time frame starting at 7:00 am and ending at 8:00 pm. In this case, a schedule created using a Cron string is most appropriate.

Example: Company C's Schedule Analysis

The subscribers to Company C's purchase order notification want to be informed promptly when their item is received, but the information is not extremely time-critical. Set the purchase order notification to run every four hours so that subscribers get reasonably prompt notification without unnecessary processing load on the system.

See Creating Schedules, for more information on creating schedules.

Naming Notifications for Subscribers' Ease of Use

As a notification designer, you should always keep your end users/subscribers in mind. You want to make sure that you are getting the right information to the right people. Subscribers want to know the notification's purpose and how often it runs before they subscribe to it. Be sure to include explicit information regarding the notification functionality and schedule in your notification name and in the notification description fields when you create your notifications. For example, instead of naming your notification "Time Card" you might name it "Weekly reminder: Update your time card."