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Creating a generic email action for all tests
Who is this article for?
Administrators or Coordinators looking to automate email notifications for tests assigned to users.
Administration module access is required.
Managing multiple SOP-related tests can become tedious if each test requires its own email action. To manage this, you can create a universal email action that triggers whenever any test is assigned to a user.
This article walks you through setting up that generic action and optional reminders.
1. Creating a generic email action
To create a generic email action:
- Start the process of creating an email action.
- Set Module to Test.
- Set Action to Assigned To Users.
This will trigger the email whenever a test is assigned to any user or group. - Define the Time Delay.
This is the number of days between when the trigger occurs and when the email is sent. Setting the delay to 0 (zero) will send the email as soon as the trigger occurs. - Set Recipients to Tester.
You can add additional roles if you'd like other users to be notified as well. - Tick Send on Last Only as necessary.
This setting applies to Documents and Workflows only and sends the email only when the last person in the assigned list or group performs the action. - Set the Subject.
- Write the Body.
- Click Save.
Example
Below is an example of a completed email body, using the available variables.
Subject: New test assigned: ##TITLE##Body: Hello ##FULL_NAME##,
You have been assigned a new test: ##TITLE##.
Please complete it by logging into the system: ##SERVER##/testing/instance.aspx?id=##INSTANCE_ID##
Thank you,
Training Team
2. Setting up email reminders
If you find that users aren't completing the tests, you can also set up email reminders to prompt them to do so.
To set up a reminder:
- Go to Administration.
- Select Email Reminders.
- Click Add Reminder.
- Set Module to Test.
- Set Trigger to Incomplete.
- Define the Time Delay.
This is the number of days after the assignment you want the reminder to be sent. - Set Recipients to Tester.
- Customise the Message.
You can use any of the following variables as part of the email:
| Variable | Description |
|---|---|
| ##FULL_NAME## | Full name of the user |
| ##LOGIN_NAME## | Username |
| ##TITLE## | Test title |
| ##INSTANCE_ID## | Test instance ID |
| ##SERVER## | Ideagen Quality Management (Core) server URL |
| ##ALL_TEST_TAKERS## | List of all assigned users (for managers) |
| ##TEST_SCORE## | Numeric score (for Passed/Failed actions) |
| ##TIMES_FAILED## | Number of failed attempts |
- Click Save.
Example
To include a direct link to the test in the email, you'd use the following variables:
##SERVER##/testing/instance.aspx?id=##INSTANCE_ID##