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As of Providence version 1.8, CollectiveAccess features a Notifications tool for metadata-based alerts. These notifications alert users, via dashboard widget and email, to modifications or deadlines based upon user-defined criteria.

For example, if a user would like to be notified that an outgoing loan is due for return, or when an exhibition is set to close, setting up a date-based alert would enable this. Similarly, if a user would simply like to be notified whenever a particular field on a particular type of record is modified, an alert can be set up to accomplish the task.

Configure User Interface for metadata-based alerts

If you are updating from a previous version of Providence, you may have to configure the User Interface for the Metadata alert rule editor before being able to set up alerts. From Manage - Administration - User Interfaces - Metadata alert rule editor, add each of the elements listed in the table below.

Creating Alerts

Alerts are set up from the My Metadata Alerts menu under the Manage menu in the global navigation. To create an Alert, choose which primary table you would like notifications from (Objects, Loans, Occurrences, Entities, etc.) and click the plus icon. The alerts editor that you created in the previous step will appear. Below is a description of the various parameters.

Element Description
Search form names Assign a name to the alert. (Example: Outgoing Loan Due)
Code Assign a unique code to the alert.
Trigger This is used to assign the specific criteria that will trigger the alert. See below for Trigger menu options.
Recipient users Assign users who are to receive the notification.
Recipient user groups Assign user groups who are to receive the notification.
Type restrictions If the Alert should be restricted to particular record types, assign those restrictions here.

Trigger settings

The following table describes each Trigger parameter used to establish the alert criteria.

Trigger setting Description
Type Choose alert type: Date or Modification
Notify user For Date-based alerts, choose how many hours, days, or weeks the user should be notified before or after the Date.
Notification template Enter the text of the alert itself. Standard Display Templates are supported here.
Deliver notification Choose the method of delivery: email, dashboard widget, or both.
Attach to metadata element Choose the metadata element that the Alert should be triggered by. If Date is the trigger type, the options will be all of the Date elements. If Modification is the trigger type, all other metadata elements will appear as options.

Trigger example.png

Dashboard Widget

To get alerts via dashboard widget, add the Notifications Inbox widget to your dashboard. This widget will display any alerts you have configured, and will display according to the template you have set.

Notification widget.png

Set up outgoing email

To receive email alerts, you must set up an outgoing mail server in the setup.php file.

define("__CA_SMTP_SERVER__", "my_email_server");
define("__CA_SMTP_PORT__", enter_port);
define("__CA_SMTP_USER__", "");
define("__CA_SMTP_PASSWORD__", "my_password?");
define("__CA_SMTP_AUTH__", "LOGIN");

Set up Cron

For date-based alerts, you must set up a cron job to periodically run process-task-queue from bin/caUtils


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