Tag Archives: Auto Emails

Report Features – 3 of 3

In this last blog in the series on Report Features and Tips, we will review the options available to automate the distribution of scheduled reports. Report scheduling is used for many purposes including weekly status updates for shop supervisors, expiration reminders (e.g., for licenses or certifications), and executive/management updates. Reports can be scheduled on a wide variety of intervals:

Note:  Only customers that have the MC Agent Service can use this scheduling feature. Also, if the Schedule Tab is not displayed, you may be a member of an access group that does not have access to this feature.

To schedule a report for automated distribution:

  • Access Report Setup for the report on which automation will be scheduled.
  • Select the Schedule Tab. The Email Sub-Tab will be selected by default, allowing you to specify email instructions.
  • To define automated generation and distribution, change the Email Schedule Dropdown Control to “On“. The remaining controls on the page will display.

  • Select the desired frequency from the Frequency dropdown controls. For example, to schedule a management report for distribution the first of each quarter you could select: “Every 3 Month(s)“.
  • In the Begin On dropdown controls, specify the first date you would like this report to be sent. In our example, you could select “10/1/2011“, as this is the next date that corresponds to the first of a calendar quarter.
  • Specify the Attachment Type. For most reports, the HTML option is preferable. The XML and CSV options are most often used when reports are to be opened in Excel or another software system.

  • The “Do not send if report returns no records” option is especially valuable for conditional notifications. For example, you could send a license expiration report only if there are individuals with licenses expiring or a list of work orders pending approval only if there are work orders in this state.
  • In the Email Recipients area, you can directly enter the email addresses of the individuals who should receive this report, separated by commas. Alternatively, if email addresses are already defined for these individuals in their Labor or Requester Records, it is best to add the addresses using the Add Button.
    • Click Add and the Select Recipients Dialog will display.
    • Change the dropdown control at the top of the page to locate the desired individual(s), typically “Labor“.
    • All individuals of the chosen type will be displayed. Those with valid email addresses specified will be selectable.
    • Select the individuals that you wish to receive this report.
    • Click Apply when finished.


  • In the area on the right of this page, specify the Email Address and Name that should appear on the email that distributes the report. It should be noted that a default value for “new reports” can be specified in System Preferences.

Click Apply when finished and the MC Agent will prepare and distribute the report to specified recipients on the next scheduled date.

Rules Manager – 2 of 3

In addition to sending email notifications upon completion of a specified “event,” Notification Rules can be enhanced with two valuable features: Attached Reports and SQL Script Execution.

Attached Reports

To provide recipients with additional information of value, reports can be attached to the email. As an example, let’s create a Notification Rule that lets the originator of a service request know that the work was complete, attaching the Work Order Report to provide additional information about the request:

  • Select Tools->Rules Manager from the Menu Bar.
  • Select the Notification Rules Tab and click the New Button at the bottom of the dialog. The New Auto-Email Rule Dialog will display, prompting you to select an event.
  • Scroll down to the Work Order Events and select “EVENT: Work Order Status Change to COMPLETE”

  • Click the Save Button and you will be returned to the Notifications Rules Tab with your new rule displayed on the list.
  • Click on the new rule to select it, and then click on the Edit Button. The Edit Auto-Email Rule Dialog will display.
  • Click on the Associated Recipients Tab to specify the recipient. Check inside the “Requester” box to indicate that the individual originating the request should receive the notification:

  • Click on the Attachments Tab to specify the report that should be attached to the email.
    • Select the Work Orders (No Grouping) Report.
    • Leave the Set Criteria Using Control to “Event Record”, signifying that the report should include only the completed work order triggering this event.
    • To display the report contents in the body of the email, leave the “Display first Report in Email Body” indicator checked. It should be noted that when this indicator is checked, the report content displays instead of the content defined in the Message Tabs.

  • Click Save when you are finished. The generated email might appear as follows:


SQL Script Execution – Advanced Tab

The Advanced Tab of the Rules Manager can also be used to define SQL scripts that execute database commands upon completion of the event. Common examples include the creation of a new work order based on a work order failure, or the automated update of field values upon occurrence of a particular event. For more information about using this feature, contact MC Support.

Rules Manager – 1 of 3

The Maintenance Connection Rules Manager supports two valuable automated processes, the generation of email notifications and the creation of automatic assignments. We will begin this series by reviewing the most common uses for Notification Rules, and then cover how customers have found Assignment Rules to be most beneficial.

Notification Rules

Notification Rules allow you to send an email to individuals based on specific actions, such as the creation or completion of a work order, a KPI that has reached a critical level, the issuance of a purchase order or an asset that has been brought out of service. In the Work Order Module alone, there are over 25 events from which to choose:


Let’s create a sample notification rule to email the System Administrator when a new service request has been initiated:

  • Select Tools->Rules Manager from the Menu Bar.
  • Select the Notification Rules Tab and click the New Button at the bottom of the dialog.


  • The New Auto-Email Rule Dialog will display, prompting you to select an event.
  • Scroll down to the Work Order Events and select “EVENT: New Work Order (Created Using the Service Requester)”
  • Click the Save Button and you will be returned to the Notifications Rules Tab with your new rule displayed on the list.
  • Click on the new rule to select it, and then click on the Edit Button. The Edit Auto-Email Rule Dialog will display.
  • Click on the Recipients Tab to specify the email recipient. Enter the email address of the System Administrator in the Additional Recipients Area. Email addresses of MC Members can also be retrieved using the Add Button on the page.


  • Click on the Message (HTML) Tab to view the content of the email, which can be changed as desired. As can be seen, you can insert field values from the work order by placing “@@” around the respective field name.

  • Click Save when you are finished.


The resulting email to the System Administrator might appear as follows:


Tip: For more information on the options available for creating Notification Rules, refer to the User Guide available from the Help menu within the application. If your organization is having difficulty with Notification Rules, refer to the Email Troubleshooting Guide available from the Customer Support Portal (CSP).

Configuring the Service Requester – Week 3 of 3

In this third post regarding Configuring the Service Requester, we will discuss how to set up the SR to send an email notification when work orders are generated from a service request.

Use the Rules Manager to Set Up Email Notification

The Rules Manager can be used to set up an email notification for all work orders generated from a service request, or only work orders that meet particular criteria, such as work orders of a high priority or those requiring shutdown of an asset. Notifications can be sent to individuals associated with the work order (such as the “assignee”) and/or another specified email address. You can even modify the content of the email.

To set up an email notification rule, use the “Rules Manager” option on the MRO Tools Menu. When the Rules Manager appears, click the Notification Rules Tab.

Ensure the correct Repair Center is specified in the upper right of the dialog and click the Button at the bottom of the dialog. The “New Auto-Email Rule” Dialog will appear, prompting you to specify the event that will invoke the rule. Scroll down the list and select the EVENT labeled: “New Work Order (Created Using the Service Requester)”. The selected event name will automatically be populated into the Rule Name at the top of the dialog. Be sure to specify the Repair Center for the rule (below the name).

If you want the email to be sent whenever a service request is generated, you do not need to specify criteria. However, if you only want emails to be sent under certain conditions, click the Criteria Sub-Tab. Use the Edit Button at the bottom of the dialog, to define criteria (such as “Priority is 01-High” or “Target Date is within Current Week”).

To specify who should receive the email, click the Associated Recipients Sub-Tab. Let’s click the “Requester” checkbox to indicate that the individual requesting the work order should receive an email.

The Recipients Sub-Tab is used to specify additional recipients that should receive the email. Notice that you can specify an individual to receive the email only when there are no “associated recipients” (such as when there is no default assignment) or in all cases. To test this feature, you can enter your own email address as an “Additional Recipient.”

When you are finished defining this email notification rule, click the Button at the bottom of the dialog. The new rule will be saved as “Enabled” by default and listed in the Rules Manager.

Once the rule has been saved, you can “Edit” the rule and use the sub-tabs available to alter the Message Text/HTML or other email settings.

Don’t forget to sign up for the October 27-28th
Western Regional Training Seminar at the Palms Resort in Las Vegas.

Introduction to Notification Rules

Many of you may already know that Maintenance Connection includes an automation tool called the Rules Manager. The Rules Manager has two very distinct features. These features are Auto Assignment Rules and Notification Rules. In the following video, we are going to give a brief introduction to the Notification Rules. Using this tool within Maintenance Connection can help your organization automate the process of communication and alerts.

As you can see, the Notification Rules are very customizable and have the flexibility to meet the most demanding of needs. As always, our support staff and your Implementation Consultant would be glad to answer any questions you may have about this subject. For a hard copy of the information from this video please download the following PDF file.

Notification Rules

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