Dynamics Ax2012 facilitates the Alerts mechanism out of the box which can be used commonly across the modules for new implementations. Especially to fulfill the users wish on getting alerts and helping them in their daily activities.
Let us take few business scenarios as example to know how it plays a big role in alerting the user.
Susan from procurement team handles the RFQ (Request for quotation) process in the organization. He processes 100 RFQs each day. To track the Expiry date of the RFQ and compare the quotations received from different suppliers on completion of “Expiry date” is a tedious work for him. He wants to be alerted a day before the expiry date of the RFQ. How can we help him?
Rajat is an accounting manager and who is not involved in PR approvals but still he wants to be alerted or notified whenever a purchase requisition is approved.
Sunny is inventory manager and wants to be alerted whenever Inventory clerk creates an item in the Item master.
Dynamics AX2012 alerting mechanism can be used to address all these scenarios. AX2012 has two kinds of alerts which can be be used accordingly to achieve the same.
- Change based alerts
- Due date alerts
Change based alerts: With respect to a particular field we can setup the alert rule to alert the specific user. As per our scenario, I am going to create an alert rule to alert someone when the PR is approved.
- Has changed – Alerts whenever the value in this field has changed
- Is set to – Alerts whenever the field is set to a particular value
- Create and deleted: whenever a record has been created or alerted
We can use “Is set to” option here to alert whenever PR “status” is set to – Approved. In the “Alert who” node specify the user who should be alerted.
Due date alerts:
Similarly, for the due date alerts, select the date field you want to get the alerts for >Right click>Create alert rule
Choose the event “due in” and specify the days i.e., how many days before you want to alert the user. Jump on the other events that you are seeing to know how you can make the best use of it.
Similarly, using the event “Record has been created” will alert the user when a record is been created in that table.
Sticky notes: How can we alert multiple users for the event? Create another alert rule and specify the different user id :D.
What if a user wants to be alerted only when the POs from particular vendor are invoiced? Just use the select button to specify the condition to meet to get the alert. (Apply this querying based on the client requirements).
Just creating the alert rule is not enough to get the alert. You will also need to work on initiating the batch processing to get the alerts triggered.
Go to system administration>setup>Alerts> Change based alerts and Due date based alerts to route it through batch processing.
In the form, select the batch processing check box and click recurrence to define recurrence interval for the alerts triggering.
After doing this, go to system administration>inquiries> Batch jobs to ensure whether the batch job created. (You will get to see the alerts only if the job is added to this batch jobs form)
Last but not least, set up the user options for the users who want to be alerted.
Go to system administration>Users>Select each user>go to options and click the “notifications” tab.
Set the value in minute’s field to see the pop up for every x minutes. Now, everything is done and we should receive the alerts.
AX home and all the forms will have the alerts symbol, clicking on which will show you the notifications.
Setting “Send alert as e-mail message” option sends the notifications as e-mail.