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

Characteristics of the subscriptions to forms

• Notifications are sent in real-time.
• You can consult them in the notification bar in the top banner by clicking . They are marked with the  icon.
           
• The notification will show an identifier, the previous value and the updated value.
• Click the ID to display the object's form.
           

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.
• You can not subscribe to a Memo field.
• 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.

Caution

• The subscription ID is the first field in the Overview, or in its absence, the first field in the form. If you modify one of the items of information, you must update the subscription so that your changes are taken into account.  See the procedure
           

Menu access

• Subscription to a form: Click  in the top banner of the form

• User-specific subscription management: In the User Information Zone, select My Subscriptions

• Administrator subscription management: Select Administration > Subscriptions > Manage Subscriptions

Screen description

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  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  to subscribe to a new field in the form.
  • Click  next to a field to unsubscribe from the field.

• Click Subscribe.

The button in the top banner will change to .
 

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 .

To modify the fields in this new form:

• Click  to the right of  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  counter will automatically be incremented in the notification bar.

2. Click .

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

3. Click View all messages.

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

How to unsubscribe from a form

In the form

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

2. Click  in the top banner.

The button in the top banner will change to .

or

• Click  to the right of  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.
   

2. Click  next to the subscription you want to delete.

3. Click Finish.

How to update the subscription to a form

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

2. Click  found to the right of  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.