Communications Module How Tos
How To: Apply a Notification Template to Existing Accounts
To apply notification templates to existing accounts, go to the Account Settings Tab on the Settings Page of the Communications Module.
Select the existing user accounts you wish to apply the notification template to.
How To: Create New Notification Templates
Note: A default new user Notification Template already exists in the system. This template can be edited for your preferences.
How To: Edit New User Notification Templates
To edit new user notification templates, go to the Notification Templates Tab on the Settings Page of the Communications Module.
Existing templates will be shown in the Notification Template Table.
Select the edit icon in the action column of the template you wish to edit opening the Edit Notification Template Page.
A notification template is comprised of two parts: Reports and Alerts.
Indicate the desired status for email report notifications: Not Active or Active.
Alter the desired reports selected for each module or leave as “Do Not Receive”.
Email Report Frequency has three options: daily (or on specified days of the week), weekly (on the day of your choosing), or monthly (which requires the user to specify which numerical day of the month from a dropdown menu you wish to receive the report summary).
After setting template preferences for reports, scroll down to set template preferences for email alerts.
Alter email preferences as set by module through a dropdown menu with three options that designate when an email alert should be sent: “Real Time”, “Digest”, and “Do Not Receive”.
After making edits to your preferences for both Email Report and Email Alert Settings, select “Save”, returning you to the Notification Templates Tab on the Settings Page of the Communications Module.
The newly created notification template will now be shown on the Notification Template Table.
To create a new notification template, go to the Notification Templates Tab on the Settings Page of the Communications Module.
Select the “New Notification Template” button, opening the Edit Notification Template Page.
Input a name for the new Notification Template as well as a description.
A notification template is comprised of two parts: Reports and Alerts.
Indicate the desired status for email report notifications: Not Active or Active.
KAStrack generates and sends reports for the following modules: Actions, Assets, Documents, Finances, and People, and Reports.
Alter the desired reports selected for each module or leave as “Do Not Receive”.
Daily email report notifications can be sent everyday of the week, or on specific days. Select the appropriate checkboxes to indicate your preference.
Selecting a weekly email report notification requires you to indicate which day of the week you prefer the report summary email to be sent.
Selecting a monthly frequency requires the user to specify which numerical day of the month from a dropdown menu you wish to receive the report summary. The days that are not included in every month (29, 30, 31) have an asterisk next to them. If the current month does not have that particular date, the system will send the report on the final day of the month.
After setting template preferences for reports, scroll down to set template preferences for email alerts.
KAStrack sends email alerts for the following modules: Accounts, Actions, Assets, Dispatch, Documents, Finance, Forms, Meetings, and People. Each module has a dropdown menu with three options that designate when an email alert is sent: “Real Time”, “Digest”, and “Do Not Receive”.
Real Time is the default setting that sends email alerts in real time.
Digest is KAStrack’s delayed timing feature. Selecting “Digest” will summarize all alerts with this designation to be sent daily between midnight and 4 a.m. Central Time (United States). As noted in KAStrack, alert digests are not applicable to all alerts.
Whether or not an alert is digestible can be customized on the Alert Email Templates Tab of the Communications Module.
Do Not Receive designates that the user does not wish to receive email alerts about that specific module.
Communications sent from users are always sent in real time
After selecting your preferences for both Email Report and Email Alert Settings, select “Save”, returning you to the Notification Templates Tab on the Settings Page of the Communications Module.
The newly created notification template will now be shown on the Notification Template Table.
The Search textbox simplifies the search for specific users. The dropdown menu allows you to select between active / inactive users. If you wish to edit all user accounts with the same new settings, select the checkbox in the title row of the table to select all users in the table. Selecting a user in one table automatically selects them in the other.
Select the “Set Selected” button opening the Update Account Settings Modal.
The existing notification templates will show in the dropdown menu. Select the template you wish to apply to the selected user accounts.
Select “Save” for the notification template to be applied. Click “Cancel” to return to the Account Settings Tab on the Settings Page with any user accounts being impacted.
How To: Create a New Module Level (Communications Module)
To create a new module level, go to the Module Levels Tab on the Settings Page of the Communications Module.
Select the “New Module Level” button opening the New Role Modal.
Input the new Module Level Name.
Select the “Assignable” checkbox, so that the module level can be assigned to users.
Click “Cancel” to return to the Module Levels Tab on the Communications Page without creating a new module level. Select “Save” and the new module level will show on the Module Level Table.
Users can select which permissions are allowed for a customized module level. Select the Permissions icon (the bullet point list to the right of the eye) to assign the permissions the new Module Level would have within the Communications Module.
Select “Save” and the permissions are now assigned to the Module Level.
Access levels for all modules can be managed in the Site Settings Module on the Access Levels Tab.
How To: Create New Communication Templates
To create a new communication template, go to the Communication Templates Tab on the Settings Page of the Communications Module.
Select the “New Communication Template” button opening the New Template Modal.
Input the Title for the Template.
Select Active / Inactive from the dropdown menu to indicate if the template is available for use.
Both individual people and certification roles can be selected as desired recipients via dropdown menu in the “Send To” line.
Include the subject line for communications, as well as a message.
An attachment can be uploaded from your personal device to be included in the template, or you have the option to select one or more files from KAStrack’s Document Module.
KAStrack documents that are tagged may limit visibility of this template. Specifically, if a template contains a tagged document you cannot see, you will be unable to see the template when sending a communication. Individuals with access to a Document that has visibility restrictions for others via Tags cannot use Send Communication to send that tagged Document to users that lack the authorization to see it.
Select “Save” and the New Communications Template will show in the Communications Template Table on the Settings Page.
The template can now be applied as desired when sending communications in the system on the Send Communications Page. You can also click the closed envelope symbol in the Communication Templates table to go to the Send Communications page and pre-fill the chosen template.
How To: Create New Notification Templates
Note: A default new user Notification Template already exists in the system. This template can be edited for your preferences.
How To: Edit New User Notification Templates
To edit new user notification templates, go to the Notification Templates Tab on the Settings Page of the Communications Module.
Existing templates will be shown in the Notification Template Table.
Select the edit icon in the action column of the template you wish to edit opening the Edit Notification Template Page.
A notification template is comprised of two parts: Reports and Alerts.
Indicate the desired status for email report notifications: Not Active or Active.
Alter the desired reports selected for each module or leave as “Do Not Receive”.
Email Report Frequency has three options: daily (or on specified days of the week), weekly (on the day of your choosing), or monthly (which requires the user to specify which numerical day of the month from a dropdown menu you wish to receive the report summary).
After setting template preferences for reports, scroll down to set template preferences for email alerts.
Alter email preferences as set by module through a dropdown menu with three options that designate when an email alert should be sent: “Real Time”, “Digest”, and “Do Not Receive”.
After making edits to your preferences for both Email Report and Email Alert Settings, select “Save”, returning you to the Notification Templates Tab on the Settings Page of the Communications Module.
The newly created notification template will now be shown on the Notification Template Table.
To create a new notification template, go to the Notification Templates Tab on the Settings Page of the Communications Module.
Select the “New Notification Template” button, opening the Edit Notification Template Page.
Input a name for the new Notification Template as well as a description.
A notification template is comprised of two parts: Reports and Alerts.
Indicate the desired status for email report notifications: Not Active or Active.
KAStrack generates and sends reports for the following modules: Actions, Assets, Documents, Finances, and People, and Reports.
Alter the desired reports selected for each module or leave as “Do Not Receive”.
Daily email report notifications can be sent everyday of the week, or on specific days. Select the appropriate checkboxes to indicate your preference.
Selecting a weekly email report notification requires you to indicate which day of the week you prefer the report summary email to be sent.
Selecting a monthly frequency requires the user to specify which numerical day of the month from a dropdown menu you wish to receive the report summary. The days that are not included in every month (29, 30, 31) have an asterisk next to them. If the current month does not have that particular date, the system will send the report on the final day of the month.
After setting template preferences for reports, scroll down to set template preferences for email alerts.
KAStrack sends email alerts for the following modules: Accounts, Actions, Assets, Dispatch, Documents, Finance, Forms, Meetings, and People. Each module has a dropdown menu with three options that designate when an email alert is sent: “Real Time”, “Digest”, and “Do Not Receive”.
Real Time is the default setting that sends email alerts in real time.
Digest is KAStrack’s delayed timing feature. Selecting “Digest” will summarize all alerts with this designation to be sent daily between midnight and 4 a.m. Central Time (United States). As noted in KAStrack, alert digests are not applicable to all alerts.
Whether or not an alert is digestible can be customized on the Alert Email Templates Tab of the Communications Module.
Do Not Receive designates that the user does not wish to receive email alerts about that specific module.
Communications sent from users are always sent in real time
After selecting your preferences for both Email Report and Email Alert Settings, select “Save”, returning you to the Notification Templates Tab on the Settings Page of the Communications Module.
The newly created notification template will now be shown on the Notification Template Table.
How To: Edit Email Report/Alert Notification Settings for Existing Accounts
To edit email report / alert settings for existing accounts, go to the Account Settings Tab on the Settings Page of the Communications Module.
Select the users whose email report/ alerts notification settings you wish to edit.
The Search textbox simplifies the search for specific users. The dropdown menu allows you to select between users’ current statuses for Reports/Alerts receipt. If you wish to edit all user accounts with the same new settings, select the checkbox in the title row of the table to select all users in the table. Selecting a user in one table automatically selects them in the other.
Select the “Edit Selected” button, opening the Update Account Settings Modal.
Make the desired changes for both email reports/alerts that you would like to apply to the pre-selected users.
Select “Save” for the notification preferences to be altered. Click “Cancel” to return to the Account Settings Tab on the Settings Page with any user accounts being impacted.
How To: Edit New User Notification Templates
To edit new user notification templates, go to the Notification Templates Tab on the Settings Page of the Communications Module.
Existing templates will be shown in the Notification Template Table.
Select the edit icon in the action column of the template you wish to edit opening the Edit Notification Template Page.
A notification template is comprised of two parts: Reports and Alerts.
Indicate the desired status for email report notifications: Not Active or Active.
Alter the desired reports selected for each module or leave as “Do Not Receive”.
Email Report Frequency has three options: daily (or on specified days of the week), weekly (on the day of your choosing), or monthly (which requires the user to specify which numerical day of the month from a dropdown menu you wish to receive the report summary).
After setting template preferences for reports, scroll down to set template preferences for email alerts.
Alter email preferences as set by module through a dropdown menu with three options that designate when an email alert should be sent: “Real Time”, “Digest”, and “Do Not Receive”.
After making edits to your preferences for both Email Report and Email Alert Settings, select “Save”, returning you to the Notification Templates Tab on the Settings Page of the Communications Module.
The newly created notification template will now be shown on the Notification Template Table.
How To: Set Up Additional Account Fields for Email Settings
To utilize the CC and BCC Email Settings on the Module Settings Tab of the Settings Page in the Communications Module, you must first set up additional user account information fields.
To set up additional user account information fields with email settings, go to the Account Fields Tab of the Site Settings Module.
Select “Add a Field” beneath the Custom / Additional User Account Information Fields opening the Add Field Modal.
Enter a Label for the new field, and select “email” as the type of field.
The checkboxes below allow for customization. Select “Allow multiple values” if there could be multiple emails associated with this field for an account. Select “Required” if you would like to require that this field be filled out for each account. Selecting the “Sensitive field” checkbox will tell KAStrack not to show this information when the field is being included in a report or form entry.
Select the permissions to be granted for each Accounts Module Level for this field, communicating if each Module Level can view their own/others and edit their own/others.
Under Accounts Module Level in the permissions grid, “Logged out user” refers to how fields will be displayed to users creating their account via a Registration Profile Link. To allow users to fill in information for the chosen field, ensure that the Edit Own permission is enabled for that field for “Logged out user”.
Select “Save” to create the new account information field.
The newly created email account fields will now show on the Account Info: (UserName) Page.
How To: Use a Communications Template when Sending Communications
To use a communications template, the template must first be created.
How To: Create New Communication Templates
To create a new communication template, go to the Communication Templates Tab on the Settings Page of the Communications Module.
Select the “New Communication Template” button opening the New Template Modal.
Input the Title for the Template.
Select Active / Inactive from the dropdown menu to indicate if the template is available for use.
Both individual people and certification roles can be selected as desired recipients via dropdown menu in the “Send To” line.
Include the subject line for communications, as well as a message.
An attachment can be uploaded from your personal device to be included in the template, or you have the option to select one or more files from KAStrack’s Document Module.
KAStrack documents that are tagged may limit visibility of this template. Specifically, if a template contains a tagged document you cannot see, you will be unable to see the template when sending a communication. Individuals with access to a Document that has visibility restrictions for others via Tags cannot use Send Communication to send that tagged Document to users that lack the authorization to see it.
Select “Save” and the New Communications Template will show in the Communications Template Table on the Settings Page.
The template can now be applied as desired when sending communications in the system on the Send Communications Page. You can also click the closed envelope symbol in the Communication Templates table to go to the Send Communications page and pre-fill the chosen template.
To use a pre-existing communications template, go to the Send Communications Page in the Communications Module.
Select the page icon to the right of the Send Communications Page Header opening the Choose A Template Modal.
Selecting “Replace” from the dropdown menu will remove any existing attachments on the Send Communication form.
Clicking the communication template you wish to use will input who the communication is being sent to, the subject of the email, and the body message automatically, as well as add or replace attachments based on your selection in the dropdown menu above the template list.
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