Astra Schedule generates internal notification messages or email messages, depending on the process or task involved.  In general, messages sent to Astra Schedule users are collected in the Notification List, and messages sent to external people, or manually sent (e.g. Event Summary) are sent via email.  Astra Schedule users can manually check their notification list for new messages, and/or subscribe to the list to be notified on a schedule when there are new items to view.

 

NOTE:  System generated email messages may be formatted as HTML or as PDF documents attached to the message, depending on system email settings. (Due to limitations in Outlook’s HTML rendering in Office 2007, PDF attachments may be preferable.) When email messages are generated, the system uses a pre-formatted Crystal Report file as the template. The new message content is added to the report and is sent as either HTML or a PDF file.

 

Messaging is supported for the following actions as part of the scheduling workflow. Multiple actions may be supported by the same message type and report file.

 

•Event Summary (Notification of Event Summary.rpt)

 

The Event Summary message can be manually sent at any time while in view mode on a particular event. The message contains the event and meeting information including room and resource assignments and statuses. By default, the Event Summary message is sent to the customer contact for the event. When sending this message, the user has an opportunity to interact with the recipient list and may add or remove recipients, including event attendees, as well as add a comment to the message.

 

•Event Request Received (Notification of Event Request Received.rpt)

 

The Event Request Received message is sent automatically to the event requestor. This message confirms that the event request was received by the system and includes the event request details.

 

•Event Requested

 

The Event Requested message is sent to the Notification List automatically for all approvers of the specific event request form that a new request was submitted.

 

•Event Request Approved (Notification of Event Request Approved with Summary.rpt)

 

The Event Request Approved message is automatically sent to the event requestor when a submitted request is approved and the resulting event record is created and saved. This message confirms the details of their event and includes room and resource statuses.

 

The Event Request Approved message is also sent to any members of a notification group for the event request form.

 

•Event Request Declined (Notification of Event Request Declined.rpt)

 

The Event Request Declined message is automatically sent to the event requestor after their request is declined by an event approver. This message can include a description of the reason for the decline as entered by the approver at the time the message is sent.

 

•Event Request - Need information (Notification of Event Request Info Needed.rpt)

 

The Event Request - Need Information message is sent automatically to the event requestor when an event approver chooses the option to respond to the request with a question. The approver adds their question to the email before submitting the message.

 

•New Notifications (Notification of New Alerts.rpt)

 

The new notifications message is sent to Astra Schedule users when new messages are in their notification list.  The frequency of the this message is configurable by the user when subscribing to the list.

 

Most messages sent to Astra Schedule users are sent to the notification list.  Users may check the notification list manually, and/or subscribe to the list to be notified on a schedule when there are new items.

 

•Event/Meeting Status Changed (Notification of Resource Status Changed.rpt)

 

The Event/Meeting Status Changed message is sent automatically to the event record owner (usually the primary event scheduler) when the event or event meeting status changes.

 

•Room Requested

 

The Room Requested message is sent to the Notification List automatically for all applicable approvers when a particular room is requested.

 

•Room Approved or Declined (Notification of Resource Confirmed or Declined.rpt)

 

A message is automatically sent to the requestor (the event scheduler) when a room approver approves or declines the room request from the request management list.

 

•Room - Need information (Notification of Resource Request Info Needed.rpt)

 

The Room - Need Information message is sent automatically to the room requestor when an approver chooses the option to respond to the request with a question. The approver adds their question to the email before submitting the message.

 

•Room Scheduled or Cancelled (Notification of Resource Status Changed.rpt)

 

A message is sent automatically to any members of a notification group for the room in question when the room is scheduled or cancelled.

Additionally, the cancellation message is sent to any room approvers.

 

•Resource Requested

 

The Resource Requested message is sent to the Notification List automatically for all applicable approvers when a particular resource is requested.

 

•Resource Approved or Declined (Notification of Resource Confirmed or Declined.rpt)

 

A message is automatically sent to the requestor (the event scheduler) when a resource approver approves or declines the resource request from the request management list.

 

•Resource - Need information (Notification of Resource Request Info Needed.rpt)

 

The Resource - Need Information message is sent automatically to the resource requestor when an approver chooses the option to respond to the request with a question. The approver adds their question to the email before submitting the message.

 

•Resource Scheduled or Cancelled (Notification of Resource Status Changed.rpt)

 

A message is sent automatically to any members of a notification group for the resource in question when the resource is scheduled or cancelled.

Additionally, the cancellation message is sent to any resource approvers.