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Understanding Notifications in TestTrack 7.6 and Earlier

Article ID: 393  |  Last updated: 23 Dec, 2014

Note: This information only applies to TestTrack 7.6 and earlier.

Communication is one of the most important yet often overlooked components in any process. TestTrack email notification rules can greatly enhance the effectiveness of your workflow process by keeping users informed and up-to-date.

TestTrack includes four types of notification rules: system, user, record, and close. System notification rules affect all users at the system level. User notification rules are configured by users. Record notification rules are static and apply to specific records in the project. Issue close rules simply notify users when issues are closed.

Depending on your use of notifications and email templates, users may receive multiple emails when a record changes. When notifications use the same email template, users do not receive duplicate emails. However, if similar notifications use different email templates, users will receive an email for each notification.

For example, a fix event is applied to a record and the record moves from the ‘Open’ state to the ‘Fixed’ state. Notification rules specify that John Adams should receive a notification, using the Defect Changed email template, when the record moves to the ‘Fixed’ state. In addition, an auto-assignment rule assigns the record to John Adams.

Another notification rule specifies that assigned users should receive a notification, using the Defect Assignment email template, when the defect is assigned. In this scenario John Adams receives two notifications; one based on the Defect Changed email template and the other based on the Defect Assignment email template.

System Notification Rules

System notification rules, which are generally set up by the project administrator, inform users of specified event changes and are the easiest way to create standard project notifications. Notifications can be sent when a record moves to a particular workflow state, such as entering the ‘Fixed’ state. Rules can also be applied more broadly, such as notifying users when a record is assigned.

Users receive an email each time a system notification rule meets the specified criteria—carefully plan your use of system notifications to make sure users are not overwhelmed with emails. Larger groups will probably want to use system notification rules to handle most project-related notifications. Less-frequent or geographically-distributed users may require more notification rules to keep them informed of changing records and new assignments.

In general, system notification rules are created using the following steps:

  1. Select an area to create rules. For example, you can configure rules for each workflow state.
  2. Optionally, select a filter to limit the records the rule applies to.
  3. Choose notification recipients. For example, you can configure a rule that is only sent to the assigned user or you can configure a rule that is sent to all ‘found by’ users.
  4. Select the email template you want to use with the rule.

System notifications can be modified at any time. Many organizations will first create basic rules, such as notifying users when they are assigned records, then add advanced notifications to handle specific situations.

User Notification Rules

User notification rules are set up by individual users. These rules function the same as system notifications except they are user-specific. Users can set up notifications to notify them when an issue changes state, such as moving to a verified state, or an event, such as an assign event, occurs.

You receive an email each time a user notification rule meets the specified criteria. In some cases, you may receive multiple notification emails if you set up user notifications that are similar to system notifications. Just like with system notification rules, you should carefully consider your use of these rules to make sure you are not inundated with notification emails.

Record Notification Rules

Record notification rules are set up for specific records in the project. When a record is added to TestTrack, user and customers can be selected on the Notify tab. These users and customers are automatically notified when the corresponding record changes. Any other rules that apply when the record is modified may also send an email to the selected recipients.

Issue Close Rules

Issue close rules can be set up to notify submitters when issues they reported are closed. If an issue is submitted by multiple users each ‘found by’ user is sent an email. For example, you may want your customer service team members to be notified when issues close so they can easily update customers on issue status.

Implementing Notification Rules

TestTrack's powerful and customizable notification rules can greatly enhance and automate your team’s communication efforts. However, several factors should be considered when determining which rules to use and the user's rights to create them.

First, consider the size of the group using the application. System notification rules may not be necessary or even useful for smaller groups. Individuals can create their own user notification rules as needed. Larger groups will benefit from using system notification rules to handle most standard notifications. Some users may be granted security rights to create their own user notifications in addition to system notifications.

Next, consider the frequency or amount of time TestTrack is being used. Users who work with TestTrack daily may not require as many notifications since they work with project records more frequently. Users who work with TestTrack less frequently may require more notification rules to keep them aware of changing records or new issue assignments.

Finally, consider the team's geographic location. Team members in close proximity may already have adequate lines of communication. Groups that have team members in separate offices, or even different countries, may require additional notifications to keep them informed and organized.

TestTrack provides many different methods to enhance your team's awareness of the issue and information you are tracking. Consider your organization's needs and let TestTrack work for you.

Article ID: 393  |   Last updated: 23 Dec, 2014
Tags
notification email system notification user

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