An Alerts link appears above the module tabs, in the Utility Bar, which provides access to messages generated throughout IQ. The total number of alerts appears. Place your mouse on the Alerts link to display a drop-down menu of each alert type and its count. Click the alert type link (i.e. Workflow) to view a specific type of alert. To view a listing of all alerts, regardless of type, click the Alerts link located above the module tabs or the Alerts submenu link under the My IQ module tab. Actions on the Alerts submenu include a list of each alert type you have received.
Background &endash; Click this link to view queued, running, and failed background jobs that you have started. The number of background jobs appears in the link.
Discussion &endash; You will receive these alerts when another IQ user selects your user name in a Discussion Topic for a People, Mail, Workflow, Document, Event or Boards record.
Mail &endash; If the System Configuration setting Send Automatic Alerts When Requesting or Denying Approval of Mail is set to Yes for your IQ system, then a Mail Alert will be sent to the approver(s) when you Request Approval. In addition, you will receive a Mail Alert if the approver denies approval. IQ also sends Mail alerts for unsent e-mails.
Workflow &endash; Workflow templates can contain auto rules that send alerts to users whenever a due date or remind date is reached or when a workflow is reassigned to them. IQ automatically creates a background job for each auto rule that is configured to send a workflow alert. If the due date or remind date is changed, IQ deletes the existing background job and creates a new one for the changed date. This prevents multiple alerts being sent to the recipient when the due dates or remind date are changed. Other criteria, such as a workflow's priority, code, user-defined field information, and so forth can trigger an alert. You may also receive an alert when someone sends you an information copy of a workflow. If you are the recipient of an alert, because of an action performed in a workflow using such a template, you will see the Workflow link in the Alerts drop-down menu. Note: Workflow alerts are also sent to the owner of an open workflow or the user that closed a workflow when an associated outgoing workflow email is posted from the Nondeliverable Set by a Nondeliverable Rule.
Event &endash; Click this link to review alerts concerning events that have been scheduled for you. A link will be available in the alert message so that you can go directly to the event.
Digital
Mail
To read an alert message:
Click the My IQ tab and then click the Alerts submenu link for a list of all alert messages. For each message, the date and time sent, the subject, sender, type of alert, and text appears.
Click the Type column to re-sort alerts by type or click the action for the specific type of alert.
Note: If the text of a workflow message contains a link to the workflow, click the Workflow ID link in the Text column to go directly to the workflow. You can also sort the workflow alert messages by the Workflow ID, by clicking the Text column heading. For digital mail messages, you can click the attached image to view the correspondence.
To forward an alert message:
Click the My IQ tab and then click the Alerts submenu link for a list of all alert messages.
Select the check box next to the message that you would like to forward.
Select the Forward Alerts action. The Forward Alerts dialog appears.
Type the user(s) and/or group(s) in the User or Group fields or click the lookup icon and select a user or group from the list.
Type one or more email addresses, each on a separate line, in the External E-Mail Address(es) field if you would like to forward the alert to another email address.
Type a message in the Message field. This is not a required field, because IQ automatically includes the text "Alert Forwarded by <user>, <date and time>:" along with the original alert message. For example, Alert Forwarded by James Smith, 8/14/2006 12:45 PM.
Select the Delete Selected Alert(s) if you would like IQ to delete the original alert message.
Click the Send button to forward the alert message.
Alert messages remain in IQ, until you manually delete them by selecting the check box next to the alert message(s) and then selecting the Delete Alerts action. It is recommended that you do this on a regular basis, especially if you have selected the option to receive alert messages in both Intranet Quorum and to an external email address. Large numbers of alerts can decrease the performance of IQ. Note: There is a user Preference to automatically delete the IQ alert when you acquire ownership of a workflow. In addition, there is a System Configuration Setting called Delete All Alerts After Selected Days which allows your office to automatically delete all IQ Alerts for all users after 30, 60 or 90 days.