| Agile Product Lifecycle Management Recipe Management for Pharmaceuticals Administrator Guide Release 9.3.3 E39287-01 |
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| Agile Product Lifecycle Management Recipe Management for Pharmaceuticals Administrator Guide Release 9.3.3 E39287-01 |
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Alerts are informational or warning messages. This chapter provides information about adding and managing alerts in Recipe & Material Workspace.
All of the tasks in this chapter are begun by choosing Tools & Settings > Alert/Workflows > Alert and selecting from the flyout menu.
Alerts allow you to notify users based on the occurrence of predefined actions within the application. Alerts ensure continuous information flow in Recipe Management for Pharmaceuticals . They automatically inform the user about what action to take during a process and when to take it.
These messages are triggered when specific, predefined actions are performed on a business object. For example, you can define an alert to be triggered when a material object is modified.
Alerts can be classified into four main types:
Mandatory alerts - These alerts contain information/messages that all Recipe Management for Pharmaceuticals users must receive. Mandatory alerts are automatically assigned to all users. The alert criteria on mandatory alerts cannot be modified. These alerts cannot be subscribed or unsubscribed.
Autosubscribe alerts - These alerts are automatically assigned to one or more users by the system. You can modify the alert attributes for these alerts. Users can unsubscribe from Autosubscribe alerts to stop receiving these messages.
Workflow alerts - Alerts are also used within workflows. There are two types of workflow alerts:
System Notification workflow alerts - These alerts indicate changes that have been made to a business object's attributes.
For example, the equipment may have the following attributes:
Equipment ID: T-60
Equipment Name: Reactor
Equipment Tag Number: K2334
Location: Building 1, Floor 3, Room 12
To move the Reactor to Building 3, Floor 3, Room 10, the administrator creates a System Notification workflow alert to the change in the location attribute.
Task Notification workflow alerts - These alerts allow the user to take action on the received alert. Examples include:
Approve or reject a Specification Plan;
Indicate that you "need more information".
Alerts are triggered by the following types of Recipe Management for Pharmaceuticals events:
Alerts based on user actions - these alerts are triggered by specific actions of a user on a business object.
Conditional alerts based on user actions - these alerts are triggered when a predefined action is performed on a business objectand if specified conditions are met.
Conditional Alerts that incorporate time interval (frequency):
Conditional alerts based on frequency - these alerts are triggered at a certain time interval;
Conditional alerts based on user actions and frequency - these alerts are triggered both when a user performs an action and at a certain time interval.
System-generated alerts - these alerts are triggered based on application logic.
Once you create an alert, you must authorize users to view or subscribe to these alerts. You associate roles to an alert to specify the authorized receivers of the alert.
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Note: An alert triggers if it has one or more users subscribed to it. An alert is not triggered when it has no subscribers subscribed to it. For an alert to be active, at least one user must be associated to it; without having a user associated to an alert, the alert's definition is incomplete. |
Alerts that have conditions specified are called conditional alerts. While defining an alert condition Relationship, Macro, and Operator is dynamic. These conditions change accordingly with the data type of the business object type selected.
When a business object is modified, the conditions specified for conditional alerts must be evaluated and all the subscribers subscribed to that alert must be notified.
Some of these conditions include:
All attributes belong to the same object type that is part of the condition.
Specifying values for parameters which are mandatory and cannot be modified. These conditions are locked. For example, for Site object, Type = Warehouse, where Type is the name of the attribute of Site object and Warehouse is the value.
Specifying attributes with some values. The values cannot be blank.
Specifying attributes and their values, which are not mandatory.
The following relational operators can be used when creating alert conditions:
Modified
Greater than
Less than
Equal to
Not equal to
Starts with
Contains
Ends with
Expression
Conditional alerts that incorporate a time interval are alerts that are generated at a specified time. These alerts also have specified conditions. The alert triggers when the conditions are met at that specified time.
There are two types of conditional alerts that use a time interval:
Conditional Alerts based on Frequency
Conditional Alerts based on Frequency and User Actions
The subscriber can modify the time frequency to any frequency higher than the one specified in the alert definition (but not a lower frequency). The time frequency can be any of the following:
Yearly
Monthly
Weekly
Daily
Hourly
Specific time without any recurrences (example, on December 12, 2010, at 10 hours 15 minutes 25 seconds).
For example, if you have specified the time frequency as weekly, the subscriber can change it to monthly or yearly, but not daily or hourly.
Alerts are not sent if the value of the number of occurrences is less than or equal to the number of attempts made to evaluate the criteria.
If action is also selected for this alert definition, the alert is generated when the action is taken.
The periodicity can be any of the following:
Yearly (a day and time of the year) - alert is triggered on a specified date for a month. For example, Feb. 13th; or, a specified weekday of a month, such as "the second Monday of March".
Monthly (a day and time of the month) - alert is triggered on the specific date of every nth month. For example, "second of every three months". Can be set for a particular weekday of every nth month, such as "third Wednesday of every sixth month".
Weekly (day and time of the week) - alert is triggered on one or multiple days every week. For example, Monday, Wednesday, and Friday every week.
Daily (day) - alert is triggered at either every nth day. For example, every third day or every weekday.
Hourly (time) - alert is triggered at every n hours. For example, every 1 hour and 15 minutes.
Specific time without any recurrences - alert is triggered on 12th December 2012 at 10 hours 15 minutes 25 seconds.
For all of these conditions, you can specify:
Start date - date on which the alert criteria checks start.
Start time (hour and minute)
Time zone
End date - date on which the alert criteria checks stop.
Number of occurrences - alert processing must happen only for the specified number of occurrences.
No end date - processing should continue till alert definition is active.
However, the alert itself is generated only after the alert definition is published. Alert processing does not start as soon as you publish the alert. It starts only if at least one user has subscribed to this alert. Processing stops if no one has subscribed to this alert.
System-generated alerts are generated by the system based on application logic. These alerts are related to certain actions in the Recipe Management for Pharmaceuticals user interface that results in changes in attribute values. Each of this sort of attribute is included in criteria of the alert definition. The criteria is evaluated before sending alerts.
You cannot modify the system-generated alerts.
Multiple alerts can be triggered by the same action.
Alert notifications are messages that include the subject and other details of an alert.
Alerts notify users through Dashboard or Email, one of which is designated the default or primary means of notification, the other is designated the optional or secondary means of notification. The primary notification means cannot be modified to secondary means of notifications.
Dashboard alerts are displayed in the left frame of the home page;
Email alerts are emailed to the primary email ID of the recipient(s).
You must select Dashboard or Email as the primary notification method while defining an alert.
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Note: The subscriber cannot choose an additional notification method, while subscribing to an alert. |
When defining an alert, you can also choose to display the alert criteria in the body of the alert message. If this option is set, the system formats the alert criteria into a text message, which is a part of the alert notification message. This text message is appended to the existing content of the message.
A user subscribes to an alert (provided it is not mandatory or data-driven) to receive an alert notification. You can define a subscription name for the alert, edit the alert condition, and deselect the optional notification method, if you have subscribed to the alert. You can unsubscribe at any time. If it is a timer alert, you can modify the frequency.
To create a functioning alert, you must perform the following steps:
Create the basic alert.
Assign roles and sites to the new alert.
Publish the completed alert.
To create a normal alert based on user actions:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > New.
In the Preface tab, enter the kinds of business objects to which the alert will apply. The choices on the Preface tab are found when you expand the list of primary Recipe Management for Pharmaceuticals objects:
Analytical
Environment
Equipment
Material
Organization
People
Process
Standards
System
Test
In the General tab, enter information for the following fields:
Name - Enter the name of the alert.
Alerts will be mandatory for subscribers - Select the option, if alerts would be mandatory for subscribers.
Subscribe users automatically - Select the option, if you want the users to be subscribed automatically.
Type - Select the type of alert, Informational or Warning, from the dropdown list.
Invoke Service upon Alert Trigger - Select Yes or No.
Priority - Select one of the priority levels from the dropdown list.
Effective Start Date - Enter the effective start date.
Effective End Date - Enter the effective end date.
Click Next.
In the Alert Trigger tab > Trigger subtab > Alerts triggered by field, select User Action of a user on an object or Attribute's value meeting a condition.
If you select the latter value, the options under Check the attribute are enabled; select one and click Next.
The Details tab has three subtabs:
Attributes
Conditions
Actions
In the Attributes subtab, select the object attributes that has to be displayed in the alert notification message and click Next.
In the Conditions subtab, populate the fields that define the attribute. When you are done, click Next.
In the Actions subtab, select the actions that are used to trigger the alert and click Next.
The Notification tab has two subtabs:
Notification Details
Notification Content
In the Notification Details subtab, enter information for the following fields to specify how the users are notified when the alert is triggered:
Primary notification methods are Dashboard or Email.
Optional methods - the one you did not check above is now enabled.
Alert Information in Email - Display at Top or Display at Bottom
Customize Subject and Message - Yes or No.
Include Criteria Information - Yes or No.
In the Notification Content tab, enter text for the Subject and Message fields.
To preview the notification, click Preview Notification button. When you are finished, click OK.
You can use the Previous button to back up to pages that need adjustment.
When you are finished, click Finish. You have created a new alert, and a confirmation message appears.
To create a conditional alert based on user action:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > New.
Select the object or category for the alert.
In the General tab, enter information for the following fields:
Name
Type
Alerts will be mandatory for subscribers
Subscribe users automatically
Priority
Effective Start Date
Effective End Date
For Custom Web service related Attributes, select any or all of the options:
Invoke External Service
Whom to Notify (Determined by Service)
Criteria evaluation
What to notify
Click Next.
In the Alert Trigger tab, for Alerts Triggered by, select Action of a user on an object.
Click Next. The Details tab displays.
In the Attributes subtab, select the attribute that has to be used for the alert condition or displayed in the alert notification message and click Next.
In the Actions tab, select the action that is used to trigger the alert and click Next.
In the Notifications tab, enter information for the following fields to specify how the users are notified when the alert occurs:
On the Notification Details subtab, select the notification method. The options are:
Dashboard
On the Notification Content subtab, Include alert context details within message:
Subject
Message
Click Finish.
To create a conditional alert based on frequency:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > New.
Select the object or category for the alert.
In the General tab, enter information for the following fields:
Name - Enter the name of the alert.
Type - Select the type of alert.
Mandatory - Select the option, if the alert is mandatory.
Auto-Subscribe - Select the option, if you want to auto-subscribe to the alert.
Priority(DEFAULT) - Select the priority level.
Effective Start Date - Enter the effective start date.
Effective End Date - Enter the effective end date.
For Custom Web service related Attributes, select any or all of the options:
Invoke External Service - Select the option, if you want to invoke external service
Whom to Notify (Determined by Service) - Select whom you want to notify to.
Criteria evaluation - Select the criteria evaluation.
What to notify - Enter the message you want to notify.
Click Next.
In the Alert Trigger tab, for Alerts Triggered by, select Attribute's value meeting a condition.
For the Check the Attribute field, select At certain time intervals.
Click Next. The Details tab displays.
In the Attributes tab, select the attribute that has to be used for the alert condition and/or displayed in the alert notification message and click Next.
In the Conditions tab, specify the condition for each attribute that must trigger the alert. The conditions that you can specify are:
In the Condition column, select Modified, Equal To, or Not Equal To.
In the Macro column, select a pre-defined function.
In the Operator column, select +, *, -, or / which are used to specify the condition.
In the Value column, enter the value that uses the operators to define a condition.
If you have selected the condition as Modified, then the Macro, Operator and Value columns are not enabled.
In the UOM column, specify the Unit of Measure for the attributes, if any.
In the Required column, if the checkbox is selected, you cannot leave the condition field blank while adding or editing the conditions on your subscribed alert.
In the Non-editable column, if the checkbox is selected, you cannot edit the condition when you subscribe to the alert.
Click Next.
In the Frequency tab, enter information for the following fields:
Select the frequency for checking the alert conditions. The options are:
Hourly
Daily
Weekly
Monthly
Yearly
Based on the option selected, fields display on the right. For example, if you have selected the Hourly option, then on the right side, enter the hourly details. If you have selected the Monthly option, enter the day and time of the month.
Start Date - specify the date on which the frequency monitoring has to start.
Start Time - specify the time when the frequency monitoring has to start.
Time Zone - the time zone based on the geographical location.
End Date - specify the date on which frequency monitoring has to stop.
End After - specify the number of occurrences of the alert that triggers the stop.
Click Next.
In the Notifications tab, enter information for the following fields to specify how the users are notified when the alert occurs:
On the Notification Details subtab, select the notification method. The options are:
Dashboard
On the Notification Content subtab, Include alert context details within message:
Subject
Message
Click Finish.
If the alert is triggered by user actions and frequency, then you get two alerts, one when the user does the action and the second when the frequency condition is met.
To create conditional alerts based on user actions and frequency:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > New.
Select the object or category for the alert.
In the General tab, enter information for the following fields:
Name
Type
Mandatory
Autosubscribe
Priority (Default)
Effective Start Date
Effective End Date
For Custom Web service related Attributes, select any or all of the options:
Invoke External Service
Whom to Notify (Determined by Service)
Criteria evaluation
What to notify
Click Next.
In the Alert Trigger tab, for Alerts Triggered by, select Attribute's value meeting a condition.
For the Check the Attribute field, select Both when a user performs an action and at certain time intervals.
Click Next. The Details tab displays.
In the Attributes tab, select the attribute that has to be used for the alert condition and/or displayed in the alert notification message and click Next.
In the Conditions tab, specify the condition for each attribute that must trigger the alert. The conditions that you can specify are:
In the Condition column, select Modified, Equal To, or Not Equal To.
In the Macro column, select a pre-defined function.
In the Operator column, select +, *, -, or / which are used to specify the condition.
In the Value column, enter the value that uses the operators to define a condition.
If you have selected the condition as Modified, then the Macro, Operator and Value columns are not enabled.
In the UOM column, specify the Unit of Measure for the attributes, if any.
In the Required column, if the checkbox is selected, you cannot leave the condition field blank while adding or editing the conditions on your subscribed alert.
In the Noneditable column, if the checkbox is selected, you cannot edit the condition when you subscribe to the alert.
Click Next.
In the Actions tab, select the actions that are used to monitor the alert and click Next.
In the Frequency tab, enter information for the following fields:
Select the frequency for checking the alert conditions. The options are:
Hourly
Daily
Weekly
Monthly
Yearly
Based on the option selected, fields display on the right. For example, if you have selected the Hourly option, then on the right enter the hourly details. If you have selected the Monthly option, enter the day and time of the month.
Start Date - specify the date on which the frequency monitoring has to start.
Start Time - specify the time when the frequency monitoring has to start.
Time Zone - the time zone based on the geographical location.
End Date - specify the date on which frequency monitoring has to stop.
End After - specify the number of occurrences of the alert that triggers the stop.
Click Next.
In the Notifications tab, enter information for the following fields to specify how the users are notified when the alert occurs:
On the Notification Details subtab, select the notification method. The options are:
Dashboard
On the Notification Content subtab, Include alert context details within message:
Subject
Message
Click Finish.
You can assign roles and sites to alerts, while creating an alert definition. If you are assigned to the published site and the parent site(s) with the same role, you can subscribe to that alert. If alert definition is mandatory, you are subscribed automatically based on the site-role combinations assigned to that definition.
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Note: Data-driven alerts cannot be assigned roles and sites as all the required inputs are acquired from the external Web service. |
You can unassign the sites and roles associated to an alert. If you are subscribed to an alert definition, for which the site-role assignments are changed, you stop receiving the alert. An e-mail is sent to you stating that you no longer have access to that alert.
There are two types of macros:
Data-context-specific macros - these are driven by the Data/Business Object such as PRJ_MANAGER, CMP and MANAGER.
Global macros - applicable per instance of a database that can also be used in an INPUT field during operations such as SEARCH, ADD and DELETE.
For example, typing the macro @TIME@ in an attribute of TIME datatype must automatically translate it to Current Time when adding, editing, or searching using TIME datatype. The application must check and prompt the user if a MACRO is used with an incorrect datatype.
If TIME is used as a default value for attribute of TIME datatype, then that field should be prepopulated with the current time in the logged in user's time zone, when adding a new RECORD.
'@' is used as a special character to let the application know that the text within the 2 characters is a macro name and needs special processing.
To assign roles, users, groups, or macros to an alert:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > Manage.
Perform a search for the alert.
Select the alert for which you want to assign roles and click Assign Subscribers.
In the Alert Assignments pane, you can assign the following:
Roles
Users
Groups
Macros
To assign roles to an alert:
In Alert Assignments, on the Roles tab, click Add Roles.
Select the role(s) to assign and click OK.
In the Sites tab, select the site to qualify the role assignment.
Click Finish. The selected role displays in the Roles tab.
To edit an assigned role, select the role and click Edit.
To remove an assigned role, select the role and click Delete.
Click OK. The confirmation message appears.
To unassign roles from an alert:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > Manage.
Enter the Name of the Alert, to which the Role is to be unassigned, in the Alert Name field. Click Search.
The details of the Alert are displayed in Search Results.
Select the Alert Definition. Click on Assign Subscribers.
The Assign Roles page is displayed.
Remove the existing role and add another role and site.
If the user who has already subscribed to this alert does not have the updated site-role combination, the system deletes the subscription.
The user will receive an email notification regarding unsubscribing this alert.
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Note: In case of a Published, Mandatory, or Autosubscribe alert, if the updated site-role combination matches with any of the existing users' site-role combination, this alert will be automatically subscribed to that user and sends an email notification. |
To assign users to an alert:
In Alert Assignments, click the Users tab.
Click Add User.
Perform a search for the user.
Select the users to whom you want to assign the alert and click OK. The selected users display in the Users tab.
To remove an assigned user, select the user and click Remove.
Click OK. The confirmation message appears.
To unassign users from an alert:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > Manage.
Enter the Name of the Alert, to which the user is to be unassigned, in Alert Name. Click Search.
The details of the Alert are displayed in the Search Results page.
Select the Alert definition. Click More and Assign Subscribers.
Click on the Users tab.
Remove the existing user and add another user.
If the user who has already subscribed to this alert does not have the updated Assigned User list, the system deletes the subscription.
The user will receive an email notification regarding unsubscribing alert.
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Note: In case of a Published, Mandatory, or Autosubscribe alert, if any user in the updated user list does not consist of the alert subscription, this alert will be automatically subscribed to that user and sends an email notification. |
To assign user groups to an alert:
In Alert: Assignments, click the Groups tab.
Click Add Group.
Perform a search for the user group.
Select the user group to which you want to assign the alert and click OK. The selected user groups display in the Groups tab.
To remove an assigned user group, select the group and click Delete.
Click OK. The confirmation message appears.
To unassign User Groups from an alert:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > Manage.
Enter the Name of the Alert, to which the user group is to be unassigned, in the Alert Name field. Click on Search.
The details of the Alert are displayed in the Search Results page.
Select the Alert definition. Click on the Assign Subscribers button.
Click on the User Group tab.
The Assign User Group page is displayed.
Remove the existing user group and add another user group.
If the user who has already subscribed to this alert does not belong to the updated assigned User Groups, the system deletes the subscription.
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Note: The user will receive an email notification regarding unsubscribing this alert. In case of a Published, Mandatory, or Autosubscribe alert, if any user belonging to the updated User Group list does not consist of the alert subscription, this alert will be automatically subscribed to that user and sends an email notification. |
To assign macros to an alert:
In Alert: Assignments, click the Macros tab.
Click Add Macros.
Select the macro to which you want to assign the alert and click OK. The selected macro display in the Macros tab.
To remove an assigned macro, select the macro and click Delete.
Click OK. The confirmation message appears.
To unassign Macros from an alert:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > Manage.
Enter the Name of the Alert, to which the macro is to be unassigned, in the Alert Name field. Click on Search.
Select the Alert definition. Click on the Assign Subscribers button.
Click on theMacros tab.
The Assign Macros page is displayed.
Remove the existing macro and add another macro. Click OK. The macro is updated.
You can publish an alert only if it is assigned to roles, users, user groups, or macros.
To publish an alert:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > Manage.
Perform a search for the alert.
Select the alert that you want to publish.
Click More and select Publish.
In Confirm Publish Alert, add or change the effective dates and click OK. You have published the alert and a confirmation message appears.
You can unpublish an alert. When you unpublish an alert, you get a list of users who have currently subscribed to the alert. A notification is sent to this list of users and they are automatically unsubscribed.
To unpublish an alert:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > Manage.
Perform a search for the alert.
Select the alert that you want to unpublish.
Click More and select Unpublish.
Alert Details displays information about subscribed users. Click OK.
Enter the reason for not publishing the alert and click OK. You have unpublished the alert and a confirmation message appears.
You can search, view, edit, duplicate, remove, and activate/deactivate alerts. You can also assign roles, users, groups, or macros to alerts.
To search for an alert:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > Manage.
Select a search view from the View dropdown list.
In the Search Alert Definition area, use the dropdown menus to fill in criteria of the alerts you are interested in finding.
When you have filled in the Search Alert Definition, click Search.
You can view last 'x' number of alert messages on the home page (Tools & Settings bar). This number 'x' is configurable via user preferences.
To view alert details:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > Manage.
Perform a search for the alert.
In Name, click on the alert name for which you want to view the details.
When you open an alert for viewing, there are tabs for the five areas addressed in Adding New Alert: Preface, General, Alert Trigger, Details, and Notification. There are these additional tabs:
Assigned To - displays the roles, users, groups, or macros that is assigned to the alert.
Subscribers - displays the users who have subscribed to the alert.
Notes & Attachments - displays the notes and attachments that have been added to the alert by users.
History - displays the record of actions performed by users on the alert.
You can edit any existing alert definition that has not been published. If you want to modify a published alert, unpublish it prior to modification.
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Note: You can not edit published alerts. |
To edit alert details:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > Manage.
Perform a search for the alert.
Select the alert you want to edit and click Edit.
In Edit Alert, edit the required information in the various tabs.
You can also edit the assigned roles, users, user groups and macros.
Click OK.
Enter the reason for the changes that you have made and click OK. The confirmation message appears.
You can create a new instance of an existing alert with the same attributes, but with a different name.
To duplicate an alert:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > Manage.
Perform a search for the alert.
Select the alert that you want to duplicate.
Click More and select Save As.
In Alert: Duplicate, click Clear.
Enter a name for the alert.
Select NotesandAttachments to specify if you want to add any notes and attachments.
Click Save and Edit to change the associated details or click OK to save the duplicated alert without changing the associated details. To cancel, click Cancel.
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Note: If the original alert definition is published and subscribed, the duplicated alert definition is not automatically published. You have to publish the alert. |
You can delete an alert definition if it is not published. If you want to remove a published alert, unpublish it prior to removal (deletion).
To remove an alert:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > Manage.
Perform a search for the alert.
Select the alert that you want to remove.
Click Delete.
Enter the reason for removal and click OK. The alert is removed and a confirmation message appears.
You can activate an alert that is published, thus making it available for subscription. You can also activate an alert that has been deactivated.
When an alert is deactivated, a notification is sent about the inactivation. Deactivated alerts are not available for subscription.
To activate or deactivate an alert:
In the Tools & Settings menu, select Alerts/Workflows > Alerts > Manage.
Perform a search for the alert.
Select the alert that you want to activate or deactivate.
Click More and select Activate. You have activated the alert.
To deactivate the alert, click More and select Deactivate. You have deactivated the alert
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