Vault generated email customization

[mthomas]

The emails generated by Vault during lifecycle changes are basically useless as they are very vague and difficult to read. I want the ability to customize the email template including using properties in the subject and body of the email.

For example I'd love the subject of the email to be the <Change Order #> - <Current Status> and the body of the email to include the change order title and description

[ihayesjr]

@jpchaisson 

As Senthil previously stated, this idea's request was implemented, although we did not address other issues the community has requested with Change Order email notifications. Some of the requests you are talking about are documented in the following ideas.

ECO email notification improvements - Autodesk Community

Email notification on Lifecycle transition - Autodesk Community

Support for NTLM Protocol - Autodesk Community

We have over 1300 ideas that the community would like for us to implement, and we do our best to prioritize them and implement the ones we can when we can. The requests\ideas are not ignored.

[jpchaisson]

@ihayesjr ,

i completely understand and can imagine how flooded Autodesk must get with ideas and wants. but at this point most of us are tired of hearing the same thing just from someone new. don't quote me but I believe this has been an issue for the community for 10+ years now or close to it. at what point does Autodesk stop putting other request in front of this one? all Autodesk did in the 2021 release was try to convince the community that its better without putting any effort to make it better. we can push UDP's and iproperties both ways between Inventor and Vault by mapping them and also to Items. we the community don't work at Autodesk but with all the advances in the software its hard for most of us to grasp why this hasn't been rolled into any of the recent updates. whomever keeps pushing this to the back of the line doesn't really understand the need from the community for this to work properly. 

[Hunteil]

Okay so in the realm of what we ended up with in 2022.2.1 

How do you customize the "Customize Email Template"?

I've found no definition list of tags (fields) anywhere online yet. Here is what I've figured out so far... But we're trying to add "Change Order Title" to the subject and there's nothing telling me what to use or how it works even on the help page here.

Definitions of tags (fields) by a novice:

{State} = State

{EntityName} = Change Order Number

{ShortEntityProperties} = Usename + Detailed Description + Title + Username (I don't know why you'd have all of these things here...)

_________ = Change Order Title

{EventName} = Whatever is the cause of the E-mail notification.

{DetailedEntityProperties} = Detail Description
{VaultName} = Vault

{UserName} = User
{Time} = Time

{EntityUri} = Link to ECO

{AffectedItems} = Items affected... Shows up if Items are attached to ECO. (not what it displays yet)
{AffectedFiles} = File affected... Shows up if Files are attached to ECO. This displays the file name and title from the file and the link to the file in vault.

Also note: We've found "carriage returns" (you know the enter button) in the paragraph in description causes the E-mail notification to not send out for some reason. I'm guessing that maybe returns are not allow in the subject line. And only reason they are appearing in the subject line is b/c the {ShortEntityProperties} is in the subject line. Once I remove it from the subject line, it starts to work again. But we have no way of adding the Change Order Title otherwise. Can someone please give a list of tags that work?

[limin.chung]

Hi @Hunteil , Thanks for the feedback. However, the Change Order Title is not supported in 2022.2.1 or other releases. 

These are the definitions of the tags (fields) which you might be looking for:

{EntityName} - The name of current Change Order.

{EntityUri} - A Uri link to access this Change Order.

{EventName} - Description of current operation, e.g. Change Order Approved, Closed, or New Comment.

{State} - The state of current Change Order.

{ShortEntityProperties} - A list of Change Order property values joined with '-'.

{DetailedEntityProperties} - A list of change Order property name and values displayed in multiple lines.

{VaultName} - Name of current Vault.

{UserName} - Name of the user who started this operation.

{Time} - When the email is generated.

{AffectedItems} - A list of Items associated to the current Change Order, with their names, Uris, and also properties if you have chosen any.

{AffectedFiles} - A list of Files associated to the current Change Order, with their names, Uris, and also properties if you have chosen any.

[Hunteil]

Great! Thank you for providing an official list of definitions for all users to use.

As far as "Change Order Title" and "Hyperlink to Vault thin client Change Order". Can we request those to be added? OR would this need to go through another Idea request forum thread? They seem to be easy additions and I feel like the Idea request may not get enough attention due to it being admin only and a much newer feature.

[Dan_Margulius]

I have encountered also requests about who is late and not signed the ECO. 

Send a second email for all the guys are late.. Vault is very good when you push data in.

We need it to be more alive.. to monitor events and issue an email.

Today is like push push into Vault... 

Thanks

Dan

[limin.chung]

Thanks for your interest, the study for this topic is On hold for the moment due to other commitments from the Vault team. We will come back to you when we plan for the next one. Sorry for the inconvenience caused.