Log in to FocalPoint Administrator
Click on System Options and then choose whichever area of the system you wish to edit an alert for (Purchasing, Purchase Requests Setup/Sales & Billing, Sales Invoice Setup/Purchasing, Invoice Register Options etc). If there are multiple types of the transaction, you may need to highlight the relevant one and click Edit
Click on the Approval tab, a list of all of the approval stages will appear
Pick a stage to add an alerts to, then click Edit
Click on the Alerts tab
To add a new alert, click Insert
A new window will open where the alert can be customised
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 want to include fields that are not currently available, this may be possible but would need consultancy to make the necessary fields visible in the "Available Fields" list. This would be chargeable, but if you wanted to look into this, please raise a new case and reference the title of this article.