Subscriptions to Forms


Subscriptions to forms enable you to receive a notification when certain objects or fields in these forms are modified.

  • Notifications are sent in real-time.
  • You can consult them in the notification bar in the top banner by clicking Notification icon - evie notifications.png.
  • The notification will show the previous value and the updated value.

       Notification after subscribing.png

Examples

  • Subscribe to the Status field in the Equipment form called Hewlett-Packard - DeskJet F4500 to monitor changes in printer status.
  • Subscribe to the Time Left (SLA) field in the Incident form called I220502_000044 to monitor changes in the processing of the ticket.

Notes

  • The subscription functionality is only available for the following forms: Incident, Service Request, Equipment, Configuration Item (CI), Problem, Change Request, Investment Request, License, Action, Known Error, Knowledge, Project, Contract, Employee, Location, Service Request Catalog.
  • You can only subscribe to the visible fields displayed in forms.
  • Each subscription is based on the logged-in user's domains.
  • You must subscribe individually to each form you want to monitor. 
  • To make it easier to subscribe, the fields you selected in the last form of a given table will automatically appear when you subscribe to a new form that is based on the same table.
     

Restrictions set to optimize performance

  • By default, a maximum of five fields can be selected in a form for each subscription. You can define this value in Other Parameters in {ADMIN} Maximum number of fields for a subscription.
  • By default, a maximum of 15 subscriptions are authorized in a given form for all users. You can define this value in Other Parameters in {ADMIN} Maximum number of active subscriptions for a given reference.
  • By default, a given user can have a maximum of 20 active subscriptions at the same time. You can define this value in Other Parameters in {ADMIN} Maximum number of active subscriptions for a given user.

Menu access

  • Subscription to a form: Click Subscribe button - Off.png in the top banner of the form
  • Administrator subscription management: Select Administration > Subscriptions > Manage Subscriptions

Screen description

          Subscription.png

Subscribed on: Start date of the subscription to the form.

  • The date is automatically loaded.

End of subscription: End date of the subscription to the form.

Subscribed fields: List of fields to which the user subscribed.

  • Only visible fields will be available.

Procedures

How to subscribe to a form

Step 1: Subscribe to a form

1. Open the form to which you want to subscribe.

2. Click Subscribe button - Off.png in the top banner.

3. Configure the subscription to the form.

  • Specify the subscription period.
  • In the form, indicate the fields to which you want to subscribe.
    • Click Add icon.png to subscribe to a new field in the form.
    • Click Delete icon.png next to a field to unsubscribe from the field.
  • Click Subscribe.

The button in the top banner will change to Subscribe button - On.png.
 

Existing subscription to one or more forms from the same table

  • You will automatically be subscribed to the same fields as those selected in the last subscribed form from the same table.
    *The button in the top banner will automatically change to Subscribe button - On.png.

To modify the fields in this new form:

  • Click Tools icon.png to the right of Subscribe button - On.png in the top banner.
  • Configure the subscription to this new form.
  • Click Update to take these new fields into account.
     

Step 2: Check that the subscription works correctly

1. Modify one of the field values to which you just subscribed in the form.

The Notification icon - evie notifications.png counter will automatically be incremented in the notification bar.

2. Click Notification icon - evie notifications.png.

Notifications on the modified fields will appear in a popup window.
      Notifications - List in a popup.png

3. Click View all messages.

Notifications on the modified fields will appear in a dedicated tab.
      Notifications - List in the dedicated tab.png

How to unsubscribe from a form

In the form

1. Open the form from which you want to unsubscribe.

2. Click Subscribe button - On.png in the top banner.

The button in the top banner will change to Subscribe button - Off.png.

or

  • Click Tools icon.png to the right of Subscribe button - On.png in the top banner.
  • Click Unsubscribe.
     

In the list of user subscriptions

1. Click in the User Information Zone and select My Subscriptions.

A list of the user's subscriptions will appear.
   My subscriptions.png

2. Click Delete icon.png next to the subscription you want to delete.

Best Practice icon.png  Click Edit form icon.png to view the form.

3. Click Finish.

How to change the subscription to a form

1. Open the form from which you want to unsubscribe.

2. Click Tools icon.png to the right of Subscribe button - On.png in the top banner.

3. Configure the subscription to the form.

4. Click  Update.

How to delete the subscriptions of users

Note: Only for administrators.

1. Select Administration > Subscriptions > Manage Subscriptions in the menu.

2. Select the user subscriptions you want to delete.

3. Run the Delete wizard.

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