Account Notification

This Account Notification portlet can be used to send login and password information to new users, such as applicants for admission. You can create e-mail templates for sending notifications to new users, and e-mails can be sent either manually or automatically. Note that generally, the portlet sends notifications only to users have been assigned a role after the Account Notification portlet has been added to a page and configured.

Functions

Clicking this message opens the View New Accounts screen. This screen displays the names of users who have had a new account created and have not yet been sent their login and password information.

These users will be members of the security group selected in the Security Groups to Send Account Notifications to from the Setup screen

The following functions are available on the Active Notifications tab:

Select the users to whom you want to send account information emails (only available if you have been given permission to the Send Email or Move to Held operations).

Select the appropriate email template to use.

Move new users from the Active Notifications tab to the Held Notifications tab (only available if you have been given permission to the Move to Held operation and if the users have valid email addresses).

Send account notifications from the Active Notifications tab (only available if you have been given permission to the Send Email operation).

Cancel notifications on the Held Notifications tab (only available if you have been given permission to the Cancel Notification operation).

The following functions are available on the Held Notifications tab:

Move new users from the Held Notifications tab to the Active Notifications tab (only available if you have been given permission to the Move to Active operation and if the users have valid email addresses).

Cancel notifications (only available if you have been given permission to the Cancel Notification operation).

Preferences

This setting allows you to determine the sort order of accounts displayed in the portlet

In the Active Account Sort Order drop-down list, select Last Name, First Name, or Email.

Click the Save button.

This setting allows you to determine the sort order of accounts displayed in the portlet.

In the Held Account Sort Order drop-down list, select Last Name, First Name, or Email.

Click the Save button.

Security

Click on the

wrench icon and select the Permissions tab. Select the roles that can perform the following operations:

Selecting this check box for a role allows persons with that role to cancel an account notification for a JICS user via the Held Notifications tab on the View New Accounts screen.

Selecting this check box for a role allows persons with that role to send an email with login and password information to a JICS user via the View New Accounts screen.

Selecting this check box for a role allows persons with that role to see the Setup link in the Account Notification toolbar.

Selecting this check box for a role allows persons with that role to create a new email template for use in sending an email with login and password information to a JICS user via the View New Accounts screen.

When this permission is given, the Add Template button is available on the Setup screen.

Selecting this check box for a role allows persons with that role to edit an existing email template for use in sending an email with login and password information to a JICS user via the View New Accounts screen.

When this permission is given, the Edit Template button is available on the Setup screen.

Selecting this check box for a role allows persons with that role to move an account notification from Held to Active status on the View New Accounts screen.

Selecting this check box for a role allows persons with that role to move an account notification from Active to Held status on the View New Accounts Screen.

Setup

Click the Setup is required before Account Notification can function properly link. This link appears only before the actual setup is performed, and then the same configurations can be accessed by clicking on Setup from the menu. The Setup screen is displayed:

There are three configurations that need to be identified for the Account Notification portlet:

The security groups in this drop-down list are eligible to have account notifications sent to them - that is, they can receive an email to inform them that a new account has been created.

The list of groups that appear in this list are those roles that have been given permission to the Can Receive Account Notification global operation through the Site Manager.

This list contains all available email templates to use for the security group selected in Security Group to Send Account Notifications to. The template selected will be the default template used when sending automatic account information emails.

If you have been given permission to the Modify Email Template and Create Email Templates operations, the Edit and Add buttons are available. For more information about email templates, see the Email Templates topic.

Two options are available:

Automatic Email Notification - select if you want account notification emails to be sent immediately as users are added to a security group

Manual Email Notification - select if you want the account notifications to accumulate so they can be reviewed and sent at an appropriate time.

After selecting these configurations and clicking the Save button, the View New Accounts screen will be displayed. If there are any new accounts for your review, they will be listed here and you can select the email template that will be used for the notification.

Tip: At this point, you may want to send a 'test' email so you can verify the format of the template that is to be sent to new accounts.

The Setup is required before Account Notification can work properly link on the Account Notification portlet is now replaced by the View Active and Held Account Notifications to Send link.