9. Custom Notifications

Self-defined Notification

1 Introduction

Self-defined notifications offer a highly flexible reminder system where you can customize the time, method, data, and the person to be reminded. This approach allows for tailored notifications suited to specific operational needs.

2 Function Introduction

With this feature, you can:

Specify Time: Choose when the reminder should be sent.

Choose Method: Select how the reminder is delivered (email, SMS, app notification, etc.).

Define Data: Determine the specific data or conditions that trigger the reminder.

Select Recipient: Designate the individual(s) who will receive the reminder.

1. Scenes to be Used

Custom reminders are versatile and can be applied in various scenarios:

• Inventory Management: Alert warehouse managers when inventory levels fall below safety thresholds.
• Contract Renewals: Remind account managers about impending contract expirations.
• Project Management: Notify relevant personnel to prepare for upcoming project phases when progress is updated.

1. Setup Steps
2. Go to Application Edit > Extended Settings > Q-Robot.
3. Click on Add Custom Reminder to begin setting up your self-defined notification.

5. Choose Reminder Method

When configuring custom reminders in Q-Robot, you have several options for how these reminders are delivered:

• WeChat Reminder:
• Prerequisites: The recipient must follow the specified WeChat service account and have their WeChat account bound to receive these reminders.
• Email Reminder:
• Usage: This method consumes from your allocated email quota.
• Note: Only members who have activated their email in the personal center will successfully receive these reminders.
• SMS Reminder:
• Preparation: Requires setting up an SMS template in advance.
• Usage: Consumes from your SMS quota.

6. Set Reminder Content

• Flexibility: When setting the reminder content, there is no word limit, and you can insert fields from the form.
• Example: For instance, when creating a car repair order reminder.

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7. Set Reminder Start Time

You can choose when the reminder should start based on the following triggers:

• When New Data is Added: Triggers a reminder to the designated person whenever new data is added in the current application.
• When Updating Data: Triggers a reminder when existing data in the current application is updated.
• Based on Fields in the Form: Allows setting a scheduled reminder based on the date field in the form.

8. Optional Range of Reminded Persons and Reminder Rules

The system allows for defining a specific group of individuals to receive reminders based on certain rules:

• Defined by Department: For example, you can set reminders to be sent only to members of specific departments, such as 'Product' or 'Design'.

9. Reminder Data Range

• Filtering Conditions: After setting the reminder data range, only data that meets these conditions will trigger a reminder.
• Example Setting: If the settings specify 'Department is Product' or 'Department is Design', only data related to these departments will trigger a reminder.

10. Precautions

• Modification Triggers: If 'when data is modified' is set as a trigger, reminders will be sent only if the modifications fall within the defined data range. For example, changing 'Department' from 'Product' to 'Operation' won't trigger a reminder, but changing it from 'Operation' to 'Product' will.
• Timing Errors: In cases of network instability or peak message times, there might be a delay in the reminder, but it typically remains within an hour.
• Service Provider Restrictions: For custom settings and Q-Robot execution failures, WeChat reminders may not be triggered.

11. When New Data is Added

11.1 Introduction

Reminders are sent to designated members when new data is added to the application.

11.2 Scenarios:

1. HR is reminded for filing management when a new employee’s information is submitted.
2. Warehouse clerks are notified to ship goods upon receiving a new sales order.
3. Managers get alerts when abnormal indicators are found in quality inspections and safety monitoring.

Case Example: If new data appears in the contract table, a WeChat reminder will be sent to the sales manager. The reminder can include values from fields like 'Contract Number' and 'Customer Name'.

This system ensures that the right people are notified promptly and accurately, based on specific data-related events, streamlining communication and response in various operational contexts.

The sales manager's WeChat will receive the following reminder notification:

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12. When Updating Data

12.1 Introduction

When specified data in the current application is updated, corresponding members are reminded.

Use Cases:

1. Remind phase-in-charge when project status updates from establishment to early preparation.
2. Alert warehouse managers for purchase preparation when inventory falls below safety thresholds.

Setup: In Q-Robot, set reminders for any field/specified field updates. If multiple fields are selected, any modification triggers a reminder.

12.2 Case Scenario

When the "Current Stock" field in the inventory table is updated and the "Current Total Number" is less than 5, a WeChat reminder will be sent to the warehouse manager. Additionally, if the "Current Inventory" falls below 100, the warehouse manager will receive another WeChat reminder.

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12.3 Notice

• Single Reminder: The system is set to remind only once; therefore, there's no need to configure "Repeat Reminder Frequency" and "Reminder End Time."
• Batch Updates Caution: If you update data in batches through Q-robot, be cautious as this may trigger a large number of reminders in a short period.

13. Trigger Reminder Based on Date Field in Form

13.1 Introduction

Triggers a reminder at a specified time point before or after, based on the time field setting in the chosen form.

13.2 Scenarios

• Contract Renewal: Remind the relevant account manager in advance before a contract expires to initiate renewal discussions.
• Employee Birthdays: Alert human resources or managers to prepare birthday surprises in advance for employees.

13.3 Repeat Reminder Frequency

After selecting "Based on the time field in the form" for reminders, you can continue to adjust the reminder frequency as needed.

13.4 Reminder End Time

After choosing a recurring reminder frequency other than "Remind once," you can also set the reminder end time.

13.5 Use Case

Example: If there's only 1 day left until a repair order expires, the corresponding account manager will receive daily reminders until the expiration of the contract.

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13.6 Precautions

• Date Field Triggers: If you select a date field in a table as the reminder start time, each date entry in the table will individually trigger a reminder.
• Trigger Time Based on Table Date Field: The trigger time of Q-Robot will be based on the value in the date field of the current table subfield. Changes to the form date field after publishing will not affect the already set Q-Robot trigger time.
• Filter Conditions with Table Subfields: When a table subfield is chosen in an associated application field, any row that meets the conditions will trigger the reminder.

14. When Q-Robot Execution Fails

14.1 Introduction

• Q-Robot is designed to remind a specified member when it fails to execute its tasks. This includes scenarios where Q-Robot is unable to add data, update data, send emails, text messages, or execute Webhook functions.
• A key feature to note is that SMS/WeChat/email reminders are dispatched only once every 5 minutes to avoid overwhelming the recipients.

14.2 Use Cases

An illustrative example involves warehouse management staff. When they confirm outbound delivery, Q-Robot is supposed to automatically update the corresponding information in the inbound and outbound flow. If, for any reason, Q-Robot fails in this task, the warehouse staff will be notified. The reminder will include specific information, such as the value from the "Data Number" field, ensuring clarity and context for the recipient.

14.3 Precautions

It is important to be aware of certain service provider limitations. Particularly, in cases of customization or when Q-Robot execution fails, WeChat reminders will not be activated. This is a critical consideration when relying on WeChat for notification delivery.