Alerts and email notifications from ShoppingHub
Summarize
Summary of Alerts and Email Notifications from ShoppingHub
ShoppingHub provides alerts and email notifications to keep you informed about actions, assignments, and the status of your purchases, including blanket contracts. These notifications are crucial for effective management of your purchasing activities and help ensure you are up-to-date with necessary actions and approvals.
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Key Features
- Alerts: You will receive alerts for various actions, such as switching users, submitting revisions, approvals, or when there are server issues.
- Email Notifications: Notifications are sent via email for significant events related to purchase requests and approvals, including submissions, clarifications, merges, and changes in order status.
- Deep Links: Emails include deep links to allow quick access to relevant details.
- Customization: Administrators can adjust email triggers, content, and layouts to suit organizational needs. This includes modifying conditions and customizing visuals through the flow designer.
Key Outcomes
By utilizing alerts and email notifications, you can:
- Stay informed about critical actions and approval statuses, facilitating timely decisions.
- Quickly access necessary details related to purchases through deep links in emails.
- Customize notifications to match your specific workflows, ensuring relevant information is communicated effectively.
This setup enhances your ability to manage purchasing processes efficiently and respond promptly to any changes or requirements in your procurement activities.
Several alerts and email notifications are triggered from ShoppingHub. This may be a result of your action, an assignment for you, or to keep you updated on the status of your purchases, including blanket contracts.
Alerts
- You switch the user that you’re shopping as in ShoppingHub
- You switch to shop as someone else's delegate
- You submit a revision
- You complete a to-do that isn't an approval
- You approve a purchase
- You reject an approval
- ShoppingHub has a global fail or fails to complete an action, due to server issue
Email notifications
- You submit a purchase request, irrespective of approval requirement (for one or multiple purchase lines)
- You submit a new purchase request from a third-party site.
- Your delegate submits a purchase request, irrespective of approval requirement (for one or multiple purchase lines)
- You submit a purchase request, irrespective of approval requirement that is automatically merged with an existing purchase request (for one or multiple purchase lines)
- A purchase request that triggers an approval rule, is submitted, and you’re assigned as an approver for that purchase.Note:As an approver, you can approve the purchase from the email itself. For details, see Approval email notification templates.
- An approver requests clarifications on your purchase request
- An approver requests clarifications on your sourcing request
- You respond to clarification requests on your purchase request
- You respond to clarification requests on your sourcing request
- A purchase is manually merged with an existing purchase, irrespective of approval requirement
- A merged purchase is approved, partially approved, or rejected
- You submit a sourcing request
- Your delegate submits a sourcing request
- Your purchase is approved, partially approved, or rejected and canceled
- Your sourcing request is approved, partially approved, or rejected
- You initiate or submit a purchase revision, irrespective of approval requirement
- Your purchase revision is confirmed, approved, rejected, or canceled
- There are any price or quantity changes during purchase order confirmation
- There are any rejections for any purchase order lines that could not be fulfilled during purchase order confirmation
- Your purchase is ordered from a supplier
- Purchasing permissions are added for you on a blanket purchase order (for one or multiple purchase lines)
- A blanket purchase order, for which you have purchasing permissions, is created or open (for one or multiple purchase lines)
- Seven days are left for a blanket purchase order contract to expire (for one or multiple purchase lines)
- 20% budget is left on a blanket purchase order (for one or multiple purchase lines)
- No budget is left on a blanket purchase order (for one or multiple purchase lines)
- A blanket purchase order is closed (for one or multiple purchase lines)
- You’re assigned as a delegate
- You’re no longer assigned as a delegate
- An item is removed from your cart or Purchase later section
- You receive a delivery
- A purchasing task is assigned to you
- A breached approval review task is assigned to you
- You’re mentioned in an activity stream
- A new to-do is created and assigned to you
- A to-do assigned to you is due today or overdue
- A confirm receipt to-do is assigned to you
- A confirm milestone to-do is assigned to you
- A to-do requesting you to provide more information is assigned to you
- A select supplier to-do is assigned to you
- An invoice approval to-do is assigned to you
- A purchase approval to-do is assigned to you
- A purchase approval to-do is updated or canceled
- An approval to-do is assigned to you as a result of a revision or merge reassessment
- A procurement case state automatically changes to Awaiting AcceptanceNote:The requestor gets an email notification with options to accept or reject the case resolution within a set time. The admin can set this time limit by navigating to and updating the
auto_close_in_daysvalue to an integer greater than 1 in the Script column. To turn off the email notifications, the admin can set theemail_acceptancevalue to False. The requestor can also respond directly in the Employee Center by clicking View case details. For more information on procurement case states and approve request from Employee Center, see Procurement case states and Approve a request from Employee Center.
You can adjust the email trigger conditions and content in flow designer or email scripts, if necessary. You can also choose to fetch and use other details that aren’t displayed in the email by default, such as order type for purchase requisitions, product type or request type for sourcing requests, and so on. For detailed information on email templates and how to work with them, see Email templates. You can also configure the email layout, and change the background color or font color, for example. The html field in the email layout record must be modified to achieve this. For detailed information on email layouts and how to work with them, see Email layouts.