Log in to FocalPoint Administrator.
Click **System Options** and choose the area you want to add an alert to (for example **Purchasing**, **Purchase Requests Setup** or **Sales & Billing**, **Sales Invoice Setup**). If there are multiple transaction types, select the relevant one and click **Edit**.
Click the **Approval** tab. A list of all approval stages appears.
Select a stage to add an alert to, then click **Edit**.
Click the **Alerts** tab.
To add a new alert, click **Insert**.
A new window opens where you can configure the alert.
Once the alert is configured, click **OK** to save.
In the Insert window, most fields should be self-explanatory:
Name relates to the name of the alert and is just so that it can be identified.
The Send When field relates to when the alert should be sent out.
The Recipient Type relates to who should receive the alert. An email address can be specified, or there are options for Initiator/Approver/Submitter etc which will be dynamic and relate to the transaction itself.
The Sender Type should be left as Default unless the email needs to be sent from someone specific.
Subject and Body relate to the subject and main body of the email that will be received.
The list of Available Fields is a list of fields that the user can add to the body of the email, which will be replaced with the real-life value whenever an email is sent. For example Document Link would be replaced with an actual hyperlink to the transaction that needed approval and Initiator would be replaced with the name of the user who initiated the transaction.
If you need fields that are not currently available, this may be possible through consultancy work. Contact support to discuss this.