Creating Alerts

You can create an alert from an object in Account Reconciliation, such as a reconciliation or transaction, if you have access to it, or you can create it from the Alerts List. You specify an Alert Type and other information, and when you create the alert the Alert Actions opens.

If needed, you can create alerts on alerts. For example, you can create sub-alerts for a "System Down" issue to work separately on network and power issues.

When you create an alert on an object, only Alert Types specific to that object, and generic Alert Types are available (for example, Basic Alert which is always available when creating an alert). When you create an alert directly from the Reconciliation, only generic Alert Types are available.

When you create an alert, it will initially be in Open with Owner status.

Note:

Alerts can stay open even if they are associated with Locked objects.

The Alerts workflow is as follows:

Table 7-1 Alerts Workflow

Role Actions

Owner (user who initiated the alert)

Submit

Reopen (reverts alert back to Owner)

Assignee

Submit

Request Information (sends alert back to Owner)

Approver1

Approve

Reject (sends alert back to Assignee)

ApproverN

Approve

Reject (sends alert back to Assignee)

If a team is assigned a role, then team members can Claim or Release an alert. If Approver 1 was set to a team ID, then a team member opening Alert Actions would have to press Claim, which would cause Approve, Reject, and Release to appear.

Creating Alerts

To create an alert:

  1. Use one of the following methods:
    • Navigate to the artifact (reconciliation or alert), open and then click Alerts.

    • Raise a general alert from the Alerts List, which is only associated with a period.

  2. Click New (+).
    Create alert dialog
  3. Enter a unique Name for the alert, for example, Data Issue.
  4. From Type, select an Alert Type from the list of administrator-defined Alert Types, for example, Basic Alert.

    Note:

    When you select an Alert Type, your alert will inherit any instructions, workflow users, attributes, questions, and viewers defined in that Alert Type.

  5. Optional: From Period, select a period from the list of Period values. If the alert is created from an object that already has a Period associated with it, this value cannot be changed.
  6. From the Priority list, select a priority for the alert: High, Medium, or Low.
  7. Optional: In Restriction, leave the default (None) or choose from the drop down list.
  8. The Owner is the name of the user creating the Alert.

  9. The Assignee is the person responsible for resolving the alert. This may be a user or team. The default assignee is inherited from the Alert Type. You must specify an Assignee.

  10. The Approver is inherited from the Alert Type.

  11. For End Date, specify a Due Date for the alert. This is usually populated based on the object the alert was created on. You must set an End Date.
  12. For Description, enter a description for the alert, for example "Data has been corrupted".
  13. Optional: To add references to support the alert description:
    1. Click Attach a File, select and attach a file, and click OK.
    2. Click Attach a Link, enter a URL name, then enter the URL, for example: Oracle, http://www.oracle.com and click OK.
  14. To create the alert, click OK.

    When you click OK in the Create Alert dialog, the Alert Actions dialog will open in "Open with Owner" status.
    Open with Owner status of new alert

    The Owner can then run Submit to change it to "Open with Assignee" status, or Close (X) the dialog.
    New alert in Open with Assignee status

    Notice that the Alert has an assigned ID next to the Alert Name. The time left or past due is displayed and Priority level that was assigned along with any further information about this alert.

    For information about updating an alert, see Updating Alerts