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Notifications

Reduce the number of emails sent to Clients and Users regarding SharePoint activity. Regardless of how many files are created or modified, there should be a maximum of 1 notification email sent every 10 minutes.

We have added a notification per service line so that different departments can have different times for notifications, for example R&D can be 1 per 24 hours and personal tax can be 1 per 5 minutes.

Dependencies​

  • Cloud flows with a trigger that uses the SharePoint connection.

Requirements​

Functional​

  • Remove URLs in body that point to Approval records (in App and Portal).
  • For emails to Users, add a URL that points to the relevant Contact record.
  • Refer to “file(s)” in subject and body.
  • Add a datetime field to Contact: “Last Notification of SharePoint activity”.
  • Populate new datetime field each time an email is sent.
  • Add a condition immediately after the trigger that checks the value of the new datetime field. If within last 10 minutes then terminate the Flow, else clear the field and proceed.

Non-Functional​

  • Reduce the amount of communication noise by restricting notification behaviour.

Client Requirements​

  • Client receives no more than 1 email every 10 minutes relating to file uploads.

User Requirements​

  • User receives no more than 1 email every 10 minutes relating to file uploads.

Components​

Accountancy Portal​

  • Tables:
    • Contact
    • Columns:
      • Last SharePoint notification
    • Forms:
      • Accountancy Contact
      • Admin Form
      • Business Tax Contact
      • Business Tax Corporate
      • Corporate
      • Corporate Contact
      • Organisation Contact
      • Partnership Contact
      • Payroll Contact
      • R&D Contact
      • Trust
      • Trust Contact
      • US Tax Contact

Accountancy Portal Flows​

  • Flows:
    • On File created in CRMPortal - Send Email to Contact
    • On File created in CRMPortal - Send Email to Contact (Intapp)
    • On File created in CRMPortal - Send Email to User
    • On File created in CRMPortal - Send Email to User (Intapp)
    • Send Email to Contact when file created by User
    • Send Email to Team when file created by Contact

Testing Advisory​

Portal​

  • Upload multiple documents and check one notification
  • Upload one document, wait 5 mins, upload another document, check on notification
  • Upload one email to one department folder and another email to another department folder, check both emails come through
  • Upload multiple emails to one department folder and multiple emails to another department folder and check only one notification for both.

MDA​

  • Upload multiple documents and check one notification
  • Upload one document, wait 5 mins, upload another document, check on notification
  • Upload one email to one department folder and another email to another department folder, check both emails come through
  • Upload multiple emails to one department folder and multiple emails to another department folder and check only one notification for both.