Document warnings

Modified on: Mon, 20 Sep, 2021 at 1:02 PM

This tutorial will show you how to create document expiry notifications, and then send them to crew members automatically when they trigger a legality check.

As N-OC knows the expiry date it can send the notification at a preselected number of days before they expire.

1. HR Documents

The documents that you want to include in the warning process must have the "Notifiable" option ticked.

2. HR Document filter

Create a document filter.

Make a free text entry and enter Expires <= DateTime.UtcNow.AddDays(30), in this example it will filter documents that will expire in the next 30 days.

If you want to make the filter more specific you can add more expressions.

3. Integration Factory

Create a new document that hold the content of the message. It must be of Datatype "Document"

Create the Tempate Text.

Fields in the message:
Document	Free text
DocumentName(String)	Will display the name of the document
For	Free text
HumanResourceFullName(string)	Name of the crew
CrLF	New line
expires:	Free text
Expires(Datetime)	Expiry date of the document.

Use the "Test" button to check the output.

"Document English Qualification (Pilots) for Obukhov, Volodymyr

expires:04/12/2019 00:00:00"

Create a new document that hold the Header of the message. It must be of Datatype "Document"

Create the Tempate Text.

Fields in the message:
Header for:	Free text
DocumentName(String)	Will display the name of the document

Use the "Test" button to check the output:

Header for: English Qualification (Pilots)

4. Business Job in 'Automation Factory'

Create a new Business job.

Name	Mandatory
Job Type	Notifier
Datatype	Document
Filter Type	The filter we created in HR Doc Filter
User	Sleipner
Com Channel Instance	Select the type of comunication
Additional receivers and Addresses	Any user covered by the filter selected in 'Additional Receivers'(optional) or have their email address added in the 'Addresses' field(optional), will receive all document warnings generated for all crew. These options are meant to be used in a supervisory function.
Group	Refers to the e.g Email/SMS type.
Message	The text message we created in the integration factory
Header	The header message we created in the integration factory.
Static Period	Fixed date range.
Period template	Number of days before "Current day,week,month,quarter,year,season
Frequency	Days of week you want the job to run.
Time from/To	The period of the day you want the job to run.
Cycle Time	Time in seconds. In this example the cycle should be 86400 seconds, as you will not get new expiries during the day.
Active	The rule must be active

The Email (or SMS) will only be sent one time when triggered, and is sent like any other message in relation to message curfews etc.

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