Add Alert, Edit Alert

The Add Alert/ Edit Alert screen allows you to configure a new alert message, or edit an existing one.

To open the Add Alert screen, click the Need to create a new alert? Click here to add link on the Alerts screen, then select a Location on the Location Selection screen and an Alert Type on the Alert Types screen.
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To open the Edit Alert screen, simply click the Alert name you want to edit on the Alerts screen.

For more information about the alert types, see the Alert Type Overview topic.

Topics in this section include:

Screen Description

The fields displayed on screen vary depending on the type of alert you are creating or editing.

The fields in the Receivers section of the Add Alert/ Edit Alert screen are:

Field Description
Customer/Salesperson/ Technician

If selected, denotes that the alert message will be sent to the customer, salesperson, or technician on the record associated to the alert but only if they have been configured as recipients on the Alert Receivers screen.

For example, if you are configuring a Demo/ Loan alert message, this field is displayed as Salesperson. If selected and the salesperson associated to a loan agreement has been configured as a recipient on the Alert Receivers screen, he or she will be sent the alert message when the conditions of the alert are met.

For a technician, these additional criteria must be met: 

  • the technician number on the work order must match an IntelliDealer user's technician number

  • the matching IntelliDealer user must have a valid email address in their IntelliDealer profile.
Area/Transaction Contact

The Area field allows you to select a group of recipients based on the Areas assigned to the contacts of the customer on the order. For example, if Service is selected in this field, any customer contacts assigned to the Service area (as specified in the Areas field of the Edit a Contact/ Add a Contact screen) will receive the alert.

If the Transaction Contact field is selected, only the customer contact on the order will receive the alert.

If an Area is selected and you select the Transaction Contact field, the alert will only be sent to the contact on the order. If a contact has not been specified on the order, the alert will be sent to anyone assigned to the selected Area. If no one has been assigned to the selected Area, the alert will be sent to the main customer contact.
Via

Allows you to specify an Email address or User Id to send the selected alert messages to, in addition to the Customer/ Salesperson/ Technician associated to the record (if applicable).

The email addresses or user IDs entered in this field supersede the recipient lists configured on the Alert Receivers screen.

The email addresses or user IDs entered in this field will receive an alert each time the conditions of the alert are met, regardless of the customer, salesperson, or technician on the record associated to the alert.

By default, these fields in the Messages section, IntelliDealer Message, SMS Text, Email Subject and Email Body, are pre-populated with information pertinent to the selected alert type.

The fields in the Messages section of the Add Alert/ Edit Alert screen are:

Field Description
IntelliDealer Message

The IntelliDealer message that will be sent to the configured recipients.
SMS Text

The text message that will be sent to the configured recipients.
Email Subject The subject of the email that will be sent to the configured recipients.
Email Attachment The file attachments of the email that will be sent to the configured recipients.
Email Body The Text or HTML address that will be sent in the body of the email alert message.
Insert Field

A drop down list that displays canned text that you can insert into the selected message type.

Note:  The options available in the Insert Field drop down list are based on the selected Alert Type. For example, because the Demo/Loan and End of Warranty alert types refer to a specific piece of equipment, canned text options in the Insert Field drop down list include the Make, Model, Serial number, and Description of the unit.

To test an alert message using the Test Alert Message screen, click the Test an example of this alert link.

Use these buttons to complete your work on the Add Alert/ Edit Alert screen:

Button Function
Save Saves the changes made to the selected alert message and returns to the Alerts screen.
Delete

Deletes the selected alert message and returns to the Alerts screen.

Note:  This button is only available when editing an alert message.
Close Closes the Add Alert/ Edit Alert screen without saving any changes and returns to the Alerts screen.

Additional Criteria

Note:  The following messages will only be sent if they have been activated for the selected alert type on the Alert Methods screen.

Certain alerts require you to configure additional conditions to trigger the alert to be sent. The alerts requiring configuration for conditions are:

Specific Call Result

Condition Description
Call Result When the selected call result is logged to a call, the alert message will be sent to the specified recipients.

Invoiced Equipment Has No Delivery Date

Condition Description
Interval The number of days between subsequent alert messages.
Times Repeated The number of times to send the alert, at the specified Interval.

No Movement On Equipment Quote for X Days

Condition Description
Days Over The number of days that have to pass without any changes being saved to the quote, at which point the alert message will be sent to the specified recipients.
Interval The number of days between subsequent alert messages.
Times Repeated The number of times to send the alert, at the specified Interval.

No Movement On Parts Quote for X Days

Condition Description
Days Over The number of days that have to pass without any changes being saved to the quote, at which point the alert message will be sent to the specified recipients.
Interval The number of days between subsequent alert messages.
Times Repeated The number of times to send the alert, at the specified Interval.

No Receipt for Outstanding Parts PO for X Days

Condition Description
Days Over The number of days that have passed since a parts PO was released without being receipted, at which point the alert message will be sent to the specified recipients.
Interval The number of days between subsequent alert messages.
Times Repeated The number of times to send the alert, at the specified Interval.

Machine Hours Entered Incorrectly

Condition Description
Percent Change When the Machine Hours on a unit are changed by more than the percentage in this field, the alert message will be sent to the specified recipients

No Movement On Open Work Order for X Days

Condition Description
Days Over The number of days that have to pass without any changes being saved to the order, at which point the alert message will be sent to the specified recipients.
Interval The number of days between subsequent alert messages.
Times Repeated The number of times to send the alert, at the specified Interval.

No Movement On Service Quote for X Days

Condition Description
Days Over The number of days that have to pass without any changes being saved to the quote, at which point the alert message will be sent to the specified recipients.
Interval The number of days between subsequent alert messages.
Times Repeated The number of times to send the alert, at the specified Interval.

Service Agreement Due

Condition Description
Advance Days The number of days before the date of a scheduled maintenance appointment (as specified in the Scheduled field of the Contract Maintenance tab), at which point the alert message will be sent to the specified recipients.

Demo/Loan

Condition Description
Days Over The number of days into the duration of a demo or loan for a specific piece of equipment, at which point the alert message will be sent to the specified recipients.
Interval The number of days between subsequent alert messages.
Times Repeated The number of times to send the alert, at the specified Interval.

End of Warranty

Condition Description
Days Prior The number of days prior to the expiration of a basic or extended warranty for a specific piece of equipment, at which point the alert message will be sent to the specified recipients.

Parts Invoice Open For X Days

Condition Description
Days Over The number of days after the creation of a parts invoice, at which point the alert message will be sent to the specified recipients.
Interval The number of days between subsequent alert messages.
Times Repeated The number of times to send the alert, at the specified Interval.

Equipment Quote is Expiring/ Parts Quote is Expiring/ Work Order Quote is Expiring

Condition Description
Days Prior The number of days prior to the expiration of the quote, at which point the alert message will be sent to the specified recipients.

Data Source: ALRHDR, ALRTYP, ALRMTX, CARRIERS

Security: 999 Configuration - Miscellaneous - Access Other

Revision: 2024.03