To add recipients to a message definition

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For each new message definition, entity criteria can be constructed to identify a subset of contacts or contact groups who share one or more characteristics, and is therefore the method by which most bulletins are targeted to the right audience. Using the Add Criteria action button, each data identification rule can either be structured around expressions defined within the Advanced Statement Builder functionality, or achieved using a bespoke SQL Stored Procedure. Alternatively, small recipient cohorts can be compiled using the spy-glass icon, enabling the desired records to be easily located using known identifiers. Comprehensive searching opportunities around name, address, date of birth, national insurance number, etc. are all supported; the Search Contact Group field can also be employed to return the relevant members.

Once complete, clicking on Test Criteria will evaluate the combination of criteria statements linked to the message definition, returning the matching number of target recipients via an end user notification.


The procedure to add recipients to a message definition is as follows:

  1. Navigate to Quick Menu > System > Portal Configuration > Message Definition. The Message Definition window is displayed.
  2. Select a message definition from the alphabetical list or type its name into the Search Message Name field. By default the list is filtered to show Current message definitions. An alternative filter can be applied using the Filter by drop-down field: Expired, Future or All combinations 1.
  3. Click on Add Criteria. The Add Criteria Step 1 window is displayed.
  4. Use the Description field to add contextual notes that will explain the derivation and purpose of the entity criteria.
  5. Choose an Effective from date for this entity criteria i.e. the date on which it came into effect 2.
  6. Choose an Effective to date if the entity criteria is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the criteria will be continually valid.
  7. Where a bespoke SQL stored procedure has been created to execute potentially complex entity criteria rules, enter the procedure name into the Stored procedure field provided 3. Proceed to step 11.
  8. Alternatively, to identify an individual Contact for inclusion within the recipient cohort: (a) Click on the adjacent spy-glass icon () - The Search Contact window is displayed; (b) Enter sufficient details into the contact fields provided and click on Search - The Select Contact window is displayed, returning all possible matches; (c) Double-click on the row containing the exact record match or use Refine Search to enter alternative criteria - The name of the contact is displayed in the corresponding field 4. Proceed to step 11.
  9. Otherwise, select the primary focus for compiling the recipient cohort using the Entity criteria is for drop-down field e.g. Asset, Contact, Contact Group, Feedback Case, etc.
  10. Click on Next. The Add Criteria Step 2 window is displayed, ready to define one or more conditions to control the subset of recipients for inclusion within the cohort. This requisite step is covered separately in the topic Understanding the advanced statement builder.
  11. Click on Save. The specified criteria is displayed in the Message Criteria summary table, including the compiled statement algorithm (Criteria column) 5.


Note

1 The Search Message Name field will match against any element of the message definition name.

2 The Effective from date defaults to the current system date and cannot be left blank.

3 More complex algorithms can be captured within a SQL stored procedure and steer the recipient cohort derivation in this way. Where a stored procedure has been linked, an expression statement cannot also be employed, and vice versa.

4 Further contacts can be appended to the cohort list using the same method; to remove the entire cohort, click on the adjacent delete icon ().

5 Employed in conjunction with the Select tick box, the Remove Criteria action button will enable one or more invalid or redundant criteria rows to be removed from the message definition.


See related topics...

Message board control centre overview

To create a new message definition

To compose the body text of a message definition

Understanding the advanced statement builder