Add an Alert to a Schedule

If a report includes data exceptions, you can create an alert to send an email when the data exception criteria is met.

You can also specify how many times in a row the exception must be met before the alert is sent. The report’s data exception is checked at the times specified in the report’s Schedule Recurrence window. For instance, a report’s data exceptions could be configured to trigger when ten incidents returned in the report meet the criteria you specify, such as the incidents’ response times not being met. You could then configure a schedule for the report to trigger once an hour every work day. After the schedule is created, you could create an alert to be sent if the data exception is met twice in a row. This would result in the report’s data exception being automatically checked once every hour each work day, according to the times specified on the Schedule Recurrence window. If the report’s data exception is met a single time, the alert would not be sent. However, if the data exception was also met when it was next checked, the alert email would be automatically sent.

The Alerts section of the New Schedule window displays email alerts and their attributes, and lets you create new alerts. Alerts are disabled if the report does not include data exceptions, since alerts are based on data exceptions being met. See Create a Data Exception.

1. Open the New Schedule window, as described in Schedule a Report.
2. Do one of the following:
   • Enter the email addresses to send the alert to, separated by semicolons.
   • Click To. The Select Names window opens where you can add staff members, groups, and distribution lists to the alert. See Select a Recipient.
     Note: A report schedule needs to be created in order to add an alert. If the report should be sent as a regular scheduled report and as an alert, you must add recipients to both the schedule’s To field and the alert’s To field. However, if the purpose of the schedule is only to send an alert, do not add recipients in the schedule’s To field.
3. Click Add Alert to open the Add Alert window.
4. Enter information for the alert.

   Add Alert Window

   Field	Description
   Name	Enter a name for the alert.
   Exception	Click this drop-down list to select the data exception that's used to trigger the alert. The options that are listed in the menu are those that have been added to the report.
   Rule	Enter the number of consecutive times the data exception must be met before the alert is triggered.

5. Click OK.