List Notification Feature
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1 KWizCm Crpratin List Ntificatin Feature User Guide
2 Cpyright KWizCm crpratin. All rights reserved. Cmpany Headquarters KWizCm 50 McIntsh Drive, Unit 109 Markham, Ontari ON L3R 9T3, Canada Web site: Sales Telephne: Cpyright KWizCm crp. All rights reserved. Page 2 f 38
3 CONTENTS Cntents... 3 intrductin... 5 General... 5 Prduct Overview... 6 The business need... 8 Key Features... 9 Installatin Guide Sftware Requirements Server Requirements Client Requirements Installatin Prcedure SharePint SharePint pst Installatin SharePint SharePint Un-Installatin Prcedure SharePint SharePint Administratin Guide Prduct Activatin SharePint SharePint List ntificatins settings Cpyright KWizCm crp. All rights reserved. Page 3 f 38
4 intrductin Settings page Prperties & Cnfiguratin Optins Persnal Ntificatins/Reminders intrductin Cnfiguring Persnal reminders the Ntificatin Web Part Web Part Prperties & Cnfiguratin Optins FAQ D i have t install anything n my COMPANY's Pcs? I installed the feature but when i try t create a ntificatin i get a red warning message saying the cnfiguratin is nt cmplete, what t d? I cnfigured all the ntificatin rules settings i need and clicked k but nthing happened, hw d i fix this? Versin Release Ntes Versin Histry Cpyright KWizCm crp. All rights reserved. Page 4 f 38
5 INTRODUCTION GENERAL This dcument prvides all the infrmatin needed t install, evaluate and deply this KWizCm prduct: Intrductin Installatin guide Administratr guide User Guide FAQ Versin release ntes Cpyright KWizCm crp. All rights reserved. Page 5 f 38
6 PRODUCT OVERVIEW KWizCm SharePint Ntificatin Feature Be n time always! KWizCm SharePint Ntificatin Feature is a SharePint feature that allws yu t create smart ntificatins fr any SharePint list/library. Nw yu can get Time-based and Rule-based Reminders fr upcming/delayed tasks, prject deadlines and milestnes, risk mitigatins and any ther SharePint item. The Ntificatin feature cnsists f three parts: The Ntificatin Web Part The List ntificatin settings page The Ntificatins actin menu The Ntificatin web part enables users t view and manage their persnal ntificatins: Cpyright KWizCm crp. All rights reserved. Page 6 f 38
7 The List ntificatins settings page enables list administratr t define ntificatin rules fr a list/library: Cpyright KWizCm crp. All rights reserved. Page 7 f 38
8 The ntificatin actin menus enable users t define persnal ntificatins n requested list items: THE BUSINESS NEED Time-based and rule-based ntificatins are needed in many business prcesses, such as: Task management - Define a ntificatin rule which sends users a reminder 3 days befre their assigned task is due, then n the same day and after that set a recurrent daily remainder fr all the delayed tasks f the team. Prject management - Define ntificatin rules t remind a prject manager a week befre a prject milestne is abut t end, and a recurrent ntificatin when a prject milestne is delayed (This can be a persnal r a grup ntificatin). Ntify billing abut prject milestnes that shuld be inviced in the upcming week/mnth. Billing ntificatins - Use the ability f the prduct t send ntificatins t users utside f the rganizatin by defining ntificatin rules t send reminders t a specific list f custmers (by ) abut invices they shuld pay in the upcming week/mnth and a recurrent ntificatin abut delayed payments. Cpyright KWizCm crp. All rights reserved. Page 8 f 38
9 Annual supprt services ntificatin - Send reminders t custmers regarding the renewal f their supprt prgram. KEY FEATURES Feature Ntificatin Feature SharePint 2007/2010 ut-f-the-bx Define ntificatins per list/library Alerts nly Schedule and send recurrent ntificatins Chse between n screen and ntificatins Send ntificatins by t users utside the rganizatin Define prperty-based ntificatin rules Ntificatin ptins actin menu Persnal ntificatins web part Allw definitins f ntificatins in cntent types Crss brwser - IE, Firefx and Ggle Chrme Multilingual supprt Cpyright KWizCm crp. All rights reserved. Page 9 f 38
10 INSTALLATION GUIDE SOFTWARE REQUIREMENTS SERVER REQUIREMENTS SharePint 2007 / WSS 3.0 r SharePint Server/Fundatin 2010 CLIENT REQUIREMENTS Windws Vista/7 Micrsft Internet Explrer 7+, Mzilla Firefx (Latest versin), Ggle Chrme (Latest versin). INSTALLATION PROCEDURE SHAREPOINT Lg in using SharePint administratr accunt t yur SharePint frnt-end server. 2. Dwnlad the prduct s latest evaluatin versin frm KWizCm s internet web site. This evaluatin versin is fully functinal fr 30 days. Further details abut prduct activatin can be fund in the Administratr guide (next sectin). 3. Unzip the prduct s zip file n yur SharePint server. 4. Duble-click the.msi file in rder t begin the web installatin. 5. When the installatin prcess is cmplete it will recycle all applicatin pls autmatically. 6. Reset the SharePint timer service. SHAREPOINT Lg in as SharePint administratr accunt t yur SharePint frnt-end server. 2. Dwnlad the prduct s latest evaluatin versin (zip file) frm KWizCm s internet web site. This evaluatin versin is fully functinal fr 30 days. 3. Dwnlad the KWizCm SharePint Fundatin zip file: %20SharePint%20Fundatin.zip Cpyright KWizCm crp. All rights reserved. Page 10 f 38
11 REMARK: KWizCm SharePint Fundatin is a WSP package that includes all KWizCm s shared utilities and licensing mdules fr SharePint Extract bth zip files cntent int the same flder n yur SharePint s disk. Yu will need nw t install and deply these standard SharePint WSP packages. This can be dne by using SharePint s stsadm/pwershell tls, accrding t Micrsft s guidelines fr installing WSP packages. 5. Fr a much quicker autmatic installatin, right-click the Pwershell script file SP- WSPsInstaller.ps1 and select Run with Pwershell. This will start the autmatic installatin and deplyment prcess. 6. At the end f the installatin prcess, yu shuld see all packages deplyed in the Central Admin Server Slutins page, and the KWizCm SharePint Fundatin package shuld be deplyed als in the Central Admin s web applicatin. 7. Reset the SharePint timer service. POST INSTALLATION SHAREPOINT After cmpletin f the installatin, yu will see a new KWizCm entry in Windws Start -> All Prgrams -> KWizCm cntaining the fllwing prgrams: Abut KWizCm SharePint Ntificatin Feature Display General Infrmatin abut the cmpnent. Activate KWizCm SharePint Ntificatin Feature This utility enables yu (the SharePint Administratr) t activate the dwnladed evaluatin versin. KWizCm SharePint Ntificatin Feature Resurce Editr This utility enables yu (the SharePint Administratr) t translate the cmpnent t yur lcal language. Please review the next sectins fr further details abut cmpnent lcalizatin and activatin. Cpyright KWizCm crp. All rights reserved. Page 11 f 38
12 2. When yu brwse yur SharePint server / Windws SharePint services site, a new KWizCm SharePint Ntificatin web part will be available fr yu under "virtual Server Gallery". 3. Befre implementers and end-users are able t use the SharePint Ntificatin Feature, the fllwing cnfiguratin actins shuld be taken: G t Start< All Prgrams<Micrsft Office Server< SharePint 3.0 Central Administratin Lg n as the SharePint administratr and g t the Operatins tab Scrll dwn t the KWizCm SharePint Ntificatin Feature Settings sectin Click the Manage ntificatins settings In this screen yu need t chse a SharePint site where all ntificatin rules will be saved (in hidden lists). Define the fllwing settings: Web Applicatin - select a Web applicatin that hsts the site cllectin yu want t supprt the ntificatin feature. Site Cllectin - select the relevant site cllectin. Cpyright KWizCm crp. All rights reserved. Page 12 f 38
13 Web Site - select a Web Site that shuld hst all the internal ntificatin data (nt intended fr use) - this site shuld be an administrative site that is nt changed very ften. Maximum Lgging Days - select the maximum number f days t lg the ntificatin rule run. The Link KWizCm SharePint Ntificatin Lgging List belw pens the lg list where yu can review the lgs created fr each rule run. That s it! The Ntificatin Feature is nw ready fr use. SHAREPOINT Befre implementers and end-users are able t use the SharePint Ntificatin Feature, the fllwing cnfiguratin actins shuld be taken: G t Start< All Prgrams<Micrsft Office Server< SharePint 3.0 Central Administratin Lg n as the SharePint administratr and g t the Operatins tab Scrll dwn t the KWizCm SharePint Ntificatin Feature Settings sectin Click the Manage ntificatins settings In this screen yu need t chse a SharePint site where all ntificatin rules will be saved (in hidden lists). Cpyright KWizCm crp. All rights reserved. Page 13 f 38
14 Define the fllwing settings: Web Applicatin - select a Web applicatin that hsts the site cllectin yu want t supprt the ntificatin feature. Site Cllectin - select the relevant site cllectin. Web Site - select a Web Site that shuld hst all the internal ntificatin data (nt intended fr use) - this site shuld be an administrative site that is nt changed very ften. Maximum Lgging Days - select the maximum number f days t lg the ntificatin rule run. The Link KWizCm SharePint Ntificatin Lgging List belw pens the lg list where yu can review the lgs created fr each rule run. 2. Activate the list ntificatin web part feature in site cllectins where yu wish that web part t be available. Cpyright KWizCm crp. All rights reserved. Page 14 f 38
15 UN-INSTALLATION PROCEDURE SHAREPOINT Lg in using SharePint administratr accunt t yur SharePint frnt-end server. 2. G t Cntrl Panel and duble-click Add r Remve Prgrams. 3. Select prduct entry and click Remve buttn. 4. Click Yes t apprve the remval f the cmpnent. 5. Once the prduct was un-installed, clse the Add r Remve Prgrams screen. SHAREPOINT Retract the slutin using SharePint central admin r by using stsadm/pwershell cmmand line. Cpyright KWizCm crp. All rights reserved. Page 15 f 38
16 ADMINISTRATION GUIDE This sectin describes all administratin activities related t the prduct, including: prduct lcalizatin, prduct cnfiguratin and custmizatin. PRODUCT ACTIVATION KWizCm prducts are available fr evaluatin prir t purchase. This way yu can try ur cmpnents and verify that they indeed meet yur needs. Each evaluatin versin cntains all features f the cmpnent's prductin versin. The nly difference between the versins is that the evaluatin versin is time-limited and will perate fr a perid f ne mnth. Once yu decide t purchase a KWizCm cmpnent yu will need t rder and then t activate the prduct. The steps that need t be taken next are listed belw. SHAREPOINT Order the prduct n the KWizCm website r cntact ur sales team at sales@kwizcm.cm. 2. After the rder was made, activate yur installed evaluatin versin thrugh the Prduct Activatin Request page n KWizCm s web site: Yu will have t cpy yur Prduct Cde (yu will see the prduct cde n the "Abut" prduct page): Prduct Cde Cpyright KWizCm crp. All rights reserved. Page 16 f 38
17 3. Get the cmpnent activatin key this key will be sent t yu by nce yur rder is prcessed. 4. Activate yur installed evaluatin versin - click Start -> All Prgrams -> KWizCm -> KWizCm SharePint Ntificatin Feature -> Activate KWizCm SharePint Ntificatin Feature. SHAREPOINT Order the prduct n the KWizCm website r cntact ur sales team at sales@kwizcm.cm. 2. After the rder was made, yu can activate yur installed evaluatin versin. Activatin is dne by the fllwing steps: a. Open SharePint Central Admin. On the main Central Administratin page, yu will see the KWizCm Features Administratin icn: b. Click the KWizCm Features Administratin icn. Yu will be redirected t a page that allws yu t manage all yur installed KWizCm prducts licenses: Cpyright KWizCm crp. All rights reserved. Page 17 f 38
18 c. Click the Manage License link next t the prduct that yu wish t activate. Yu will be redirected t that prduct s license management page: d. Click n the Request prduct cde and start yur evaluatin nw link, under the required license type (Farm, Web applicatin, Site Cllectin). A prduct cde will be generated and displayed as in the fllwing screensht: Cpyright KWizCm crp. All rights reserved. Page 18 f 38
19 e. Cpy the prduct cde. f. Brwse the Prduct Activatin Request page n KWizCm s web site: Cpy yur Prduct Cde int the Prduct Cde field, and after yu fill-ut all ther frm fields, click Send Activatin Request buttn. Cpyright KWizCm crp. All rights reserved. Page 19 f 38
20 g. Once yur rder is cnfirmed, yu will receive the Activatin Cde fr yur prduct by . h. Cpy the activatin cde int the Activatin Cde field in the prduct s license management page and click Activate nw! link. That s it! Yur prduct is nw fully activated Cpyright KWizCm crp. All rights reserved. Page 20 f 38
21 LIST NOTIFICATIONS SETTINGS INTRODUCTION The List Ntificatin Feature allws yu as an administratr t cnfigure ntificatin/reminders fr every required list. This sectin describes the ntificatins cnfiguratin steps. SETTINGS PAGE PROPERTIES & CONFIGURATION OPTIONS G t the required list/library and chse Settings> List Settings> under General Settings click the KWizCm SharePint Ntificatin Feature In SharePint 2010 yu can get t the same settings page by ging t the List s List ribbn: Cpyright KWizCm crp. All rights reserved. Page 21 f 38
22 Once yu click that link/menu the fllwing settings page appears: Cpyright KWizCm crp. All rights reserved. Page 22 f 38
23 This page enables yu t create several Ntificatin Rules. T add a new ntificatin rule yu shuld cnfigure the varius prperties (described hereunder) and then click the Add Ntificatin Rule buttn t add the new rule. Belw the Add Ntificatin Rule buttn yu can see all existing ntificatin rules fr the current list. When adding/updating a ntificatin rule yu need t cnfigure the fllwing prperties: Ntificatin name- Give yur ntificatin rule a lgical name that indicates the ntificatin's purpse Ntificatin Start Date- Select ntificatin prcess start date Cpyright KWizCm crp. All rights reserved. Page 23 f 38
24 Ntificatin Recurrence- On the recurrence sectin chse the recurrence pattern: N Recurrence- One time ntificatin, after the ntificatin runs the ntificatin rule becmes inactive Daily- Chse the number f days between the run f each ntificatin Weekly- Chse the number f recurrences in ne week and the days in which the ntificatin will be run Mnthly- Chse the specific day f the mnth, and the number mnths between each ntificatin Cpyright KWizCm crp. All rights reserved. Page 24 f 38
25 Yearly- Chse the mnth and the day in which the ntificatin will run Fr any recurrence ptin chse between the end date between the ptins: N end date End after: ccurrence(s) End By: (Date) Delete this rule when it becmes inactive- check this checkbx t remve the listing f a ntificatin rule that reached its end date. Cpyright KWizCm crp. All rights reserved. Page 25 f 38
26 Target audience- Specify wh shuld get the defined ntificatin. Chse the users which will receive the ntificatin between: Users/Grups- add SharePint r Active Directry grups, r specific users Users/ addresses defined in a field in the current list- Chse a field in the current list that cntains address r is a persn-type field (such as Assigned t field in the Tasks list). User/ address defined by a field in anther list- This ptin enables yu t define target reciepients fr the ntificatin rule, based n field lcated in anther list, which is cnnected t the current list with a Lkup field. Example: Yu wish t cnfigure a ntificatin fr yur Orders list and send ntificatin t custmers that have delayed payments. The custmer hwever, is nt stred in the Orders list, it is stred in the Custmers list which is cnnected t the Orders list with a Lkup field. By using this ptin, yu can cnfigure the ntificatin t use the custmer field, taken frm that Custmers cnnected list. Chse the Site in which the list is lcated (it can be any site frm the site cllectin) - chse the List name Cpyright KWizCm crp. All rights reserved. Page 26 f 38
27 -chse the target Field cntaining the user/ infrmatin -chse a rule "Where field:" = Tasks/field:" that cnnects the ther list with the current list that the ntificatins run n by cmparing a field value frm the ther list with a field value frm the current list (Nte that multiple item can be match but nly the first ne will be returned) Static list f addresses- Enter the addresses (internal r external) t send receive the ntificatin Ntificatin Type- Chse between ntificatin t n screen (Displayed in the ntificatin web part): Send reminder by - Define the subject and the bdy f the , yu may apply tkens t add data frm the current item using this frmat: {Item:FieldName} (replace FieldName with the desired field frm the list) When yu chse t send ntificatins by , yu have 2 sending ptins: Cpyright KWizCm crp. All rights reserved. Page 27 f 38
28 Send an message fr every list item prcessed by the ntificatin rule In this case a separate message will be sent fr each item that satisfies the ntificatin rule. Send a single message fr the ntificatin rule In this case a single message is sent per ntificatin rule. That message aggregates all items that satisfied that rule and displays all ntificatins in a table view in the message s bdy. Shw in persnal ntificatin web part- Define the display text f the ntificatin with free text and dynamic data using field tkens (t use the tkens apply the same frmat as fr the reminders) REMARK: Bth ntificatin type checkbxes are active nly after yu select a valid target audience. Apply ntificatins n the fllwing items- In this sectin yu define fr which list items the ntificatin shuld be sent. Yu d that by defining a query. This query is executed by the Ntificatin engine t retrieve the list items that cmply with the query, and fr each f them a ntificatin will be sent t the target audience. Yu have 2 ways t define that query/cnditin: View- Chse the list view that will be used t filter the items Cpyright KWizCm crp. All rights reserved. Page 28 f 38
29 Custm Cnditins- T define a mre specific rule-based cnditin fr running the ntificatins create a custm cnditin by chsing a field frm the current list, an peratr (less then, equals t, etc.) and a value that can be calculated and supprts the [Tday] and [Me] tkens. Add Ntificatin Rule: Click t save the current cnfigured ntificatin rule settings. Current list rules: This grid display all existing ntificatin rules fr the list. - Name- The name f the ntificatin rule - Active- Checked by default, uncheck t make the ntificatin rule inactive - Last Run- The date and time f the last run f the ntificatin rule which is als a link t a lg list that dcuments all the ntificatin rule runs and may be used frm truble shting in case there was an unexpected result f a run. - Edit- Click t change the ntificatin rule settings - Delete- Click t delete the ntificatin rule - Ntificatin Details- Hver ver the ntificatin rule t see a summary f the ntificatin rule settings (Wh t ntify, recurrence, cnditins and rule status) Cpyright KWizCm crp. All rights reserved. Page 29 f 38
30 Cpyright KWizCm crp. All rights reserved. Page 30 f 38
31 PERSONAL NOTIFICATIONS/REMINDERS INTRODUCTION As an end-user, yu can create persnal reminders n a specific list item. These persnal reminders are displayed in the Ntificatins web part (mre details in the next sectin). CONFIGURING PERSONAL REMINDERS If yu wish t get a reminder ntificatin fr a specific list item, use the item s dr-dwn menus t set a reminder t ne f the fllwing ptins: Cpyright KWizCm crp. All rights reserved. Page 31 f 38
32 If yu are using SharePint 2010, yu can als use the Ntify Me ribbn buttn nce yu check a selected list item: Cpyright KWizCm crp. All rights reserved. Page 32 f 38
33 THE NOTIFICATION WEB PART The ntifivatins web part displays ntificatins/reminders t end-users. Befre yu can use this web part, yu need t activate that web part s feature at the site cllectin level: T add the web part t a page: 1. G t the required page, lgged in as the site's administratr and click Site Actins> Edit Page 2. On the preferred web part zne click Add a Web Part 3. On the pp-up windw that appears scrll t the Miscellaneus sectin 4. There yu will find the KWizCm SharePint Ntificatin Web Part, check the check bx near the web part's icn and click Add Nw yu can see the web part in yur page, all that's left is t cnfigure the web part's settings. Cpyright KWizCm crp. All rights reserved. Page 33 f 38
34 WEB PART PROPERTIES & CONFIGURATION OPTIONS The web part's prperties are set by clicking n the Mdify Shared Web Part> Mdify Web Part Settings: Cpyright KWizCm crp. All rights reserved. Page 34 f 38
35 Display Settings Prperty Descriptin Cmment Shw header Check this checkbx t shw a header text n tp f the web part Header text Set the header text t be shwn n tp f the web part Relevant nly if the Shw Header checkbx is checked Cpyright KWizCm crp. All rights reserved. Page 35 f 38
36 Shw verdue grup Expand verdue grup Shw tday grup Expand tday grup Shw tmrrw grup Expand tmrrw grup Shw this week grup Expand this week grup Shw next week grup Expand next week grup Open in current windw Cnfirm befre remve Check this checkbx t shw verdue ntificatins n the web part Check this checkbx t expand this grup by default n the web part Check this checkbx t shw ntificatins due tday n the web part Check this checkbx t expand this grup by default n the web part Check this checkbx t shw ntificatins due tmrrw n the web part Check this checkbx t expand this grup by default n the web part Check this checkbx t shw ntificatins due this week n the web part Check this checkbx t expand this grup by default n the web part Check this checkbx t shw ntificatins due next week n the web part Check this checkbx t expand this grup by default n the web part Open the ntificatin details in the current windw when clicking n the ntificatin Prmpt user t cnfirm the remval f an verdue ntificatin Uncheck t pen the ntificatin in a new windw Cpyright KWizCm crp. All rights reserved. Page 36 f 38
37 FAQ DO I HAVE TO INSTALL ANYTHING ON MY COMPANY'S PCS? N. The KWizCm SharePint Ntificatin Feature is a server installatin. Once installed n the server, it can be used frm any client-pc cnnected t it. I INSTALLED THE FEATURE BUT WHEN I TRY TO CREATE A NOTIFICATION I GET A RED WARNING MESSAGE SAYING THE CONFIGURATION IS NOT COMPLETE, WHAT TO DO? G t the ACTIVATING KWIZCOM SHAREPOINT NOTIFICATION FEATURE sectin and fllw the steps t cmplete the installatin f the ntificatin feature and then yu will be able t create any desired ntificatin rules. I CONFIGURED ALL THE NOTIFICATION RULES SETTINGS I NEED AND CLICKED OK BUT NOTHING HAPPENED, HOW DO I FIX THIS? After cnfiguring all the desired settings, make sure yu click the Add Ntificatin Rule buttn, this saves yur new ntificatin rule's settings, yu shuld be able t see, edit and delete yur ntificatin rule under the Current rules list. Cpyright KWizCm crp. All rights reserved. Page 37 f 38
38 VERSION RELEASE NOTES Primary Sftware Versin (SharePint 2007) (SharePint 2010) Base Versin Release Date Sub-Mdules Oct Mdule n/a Versin n/a VERSION HISTORY CR# Descriptin Versin Oct Update the lg if ntificatins are nt sent due t smtp issues List Ntificatins web part - limit displayed items t Add {ITEMFULLURL} tken fr full url (instead f relative) in the ntificatin Remve string;# and [id];# frm ntificatin subject when Lkup/Cascading Lkup clumns are used Fixed Bug: Spaces in url are nt encded t %20 Versin Jun Fixed Bug: Ntificatin missing fields 717 Enable aggregatin int a single message 718 Upgrade t SharePint 2010 RTM Versin Oct Base versin Cpyright KWizCm crp. All rights reserved. Page 38 f 38
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