Notifications Overview
Notifications enable you to receive alerts-both in-app (bell icon) or via email- pertaining to specific document events or Exceptions. You can access Notifications under your User Settings.
There are 3 types of Notifications in Syncrofy
• Custom Notifications allow you to receive alerts on document events that occur within the system. These are user-specific.
• System Notifications allow you to choose which of the general system alerts you wish to receive. These include some of the more commonly used features and document events.
• Exceptions allow you to receive notifications based on Exception Rules to proactively be alerted to abnormalities or irregularities in your data or when a follow up document has not been processed.
Note: Exceptions notifications are NOT user-specific, but can be assigned to other Syncrofy users.
Custom Notifications
Custom Notifications allow you to receive alerts on document events that occur within the system. (e.g. you want to be alerted if a purchase order from a specific company is processed).
Note: Custom Notifications are user specific, meaning only the user that creates them will be able to see them.
Setting up a Custom Notification
1. Click the Add button to the right of "Custom Notifications."
2. Click the "Notify me when" dropdown box and choose the document event you wish to be alerted on (e.g. Invoice received, Purchase Order received, etc.)
3. Click the "Add Filter" link below dropdown box and select a desired filter (optional).
4. Click the Confirm button to save.
System Notifications
System Notifications are general system alerts which include some of the most common features and document events. System Notifications are turned on for all users by default. While you cannot alter these notifications, you can disable those you do not wish to receive.
Disabling System Notifications
1. To disable a notification, simply click on the sliding button to the right of notification you wish to turn off.
2. Click “OK” on the pop-up window to confirm.
Exceptions
Exceptions are proactive alerts to abnormalities or irregularities in your data. There are four types of exceptions.
Exception Types
• SLA: Time-based validations. You must create the rules to trigger this type of exception.
• Value: Value-specific criteria that that notifies you when a specific document filed value is not met. You must create the rules to trigger this type of exception.
• Missing Partner: Generated automatically when the business partner cannot be identified by Syncrofy. Gives you the option to identify the partner and resolve the exception. Learn more about Missing Partner Exceptions.
• File Processing: Generated automatically when Syncrofy is unable to read a file. The exception will be attached to the file so you can identify and resolve the error.
Exception Rules (SLA & Value)
SLA and Value Exceptions are only triggered based on specific rules you set up. You can create these rules under your System Settings. Exception Rules are NOT user-specific, but may be assigned to other Syncrofy users based on your user permissions.
Note: Exception Rules can only be created by users with the required permissions.
Creating SLA Rules
How to create an SLA rule
1. Head to the “Exception Rules” section under your “System Settings”
2. Click the “Add SLA Rule” button on the right side of the screen.
3. Click the "Create exception when..." dropdown box and choose the event you wish to monitor.
4. Select any applicable filters by clicking “Add Filter”.
5. Click the "And ensure..." dropdown box to add a follow-up document.
6. Click the "Processed By..." dropdown box to choose the parameter which will trigger the exception (specific time or specific field in the source document).
7. In the "Within" dropdown box, enter the specified time frame for selection in Step. 6 and the desired unit of time (seconds, hours, days, etc.) in the box below.
8. Under, "And Assign to," type in the name of the user you wish to assign the exception to in the text box.
9. Click the Confirm button to save.
Note: If Exception is NOT assigned to a specific user, all Syncrofy users within your organization will be alerted when the exception is triggered.
Creating Value Rules
How to create a value rule
1. Head to the “Exception Rules” section under your “System Settings”
2. Click the “Add Value Rule” button on the right side of the screen.
3. Click the "Create exception when..." box and choose the event you wish to monitor.
4. Select “Add Filter” to apply any applicable filters to the document type.
5. Click the "Add Validator" link and select the specific value you wish to be notified on.Validators are unique to each document event.
6. Under, "And Assign to," type in the name of the user you wish to assign the exception to in the text box.
7. Click the Confirm button to save.
Note: If Exception is NOT assigned to a specific user, all Syncrofy users within your organization will be alerted when the exception is triggered.
Exception Views
The Exceptions tab shows all Exceptions that have been identified by Syncrofy, including pertinent information about each one (provided you have the necessary permissions to view the document). You can choose to filter Exceptions by any number of categories for enhanced granularity.
Filters for Exception Views
• Type: Category of exception.
• Status: Current state of the exception (Pending, In Progress, Resolved, or Archived).
• Assigned To: Person assigned to the exception.
• Last Updated: Date and time the exception was last updated or assigned.
• Business Partner: The trading partner associated with the exception.
• Resolved By: The person who resolved the exception.
• Resolved On: Date and time the exception was resolved.
• Created On: Date and time the exception was created.
• Source Document Type: The type of document related to the exception.
Filtering Exception Views
How to filter your exception view
1. Click the "Add Filter Criteria" tab on the main Exceptions screen.
2. Choose the desired category (listed in the picture above).
3. Enter the name you wish to give the filter (default name is "Untitled Filter").
4. Enter the required information in the pop-up menu based on the category you choose (e.g. for "Created On" you would select the time period you wish to filter on from the dropdown menu).
5. Click outside the pop-up menu.
6. Then, click the Save button in the upper right-hand corner to save your filter.
Grouping Exception Views
Group By allows you to organize your exceptions by several different criteria.
How to group your Exceptions
1. Click the “Group By” button on the right side of the main Exceptions screen.
2. Click on the criteria in the dropdown you wish to apply.
3. The exceptions will then be sorted appropriately based on your selection.
Editing Columns in Exception Views
You can choose how you want the data for each exception to be displayed on the main Exceptions screen by adding, removing, or reordering the columns.
• To add a column, click “Add Column”. A default column will appear at the bottom of the list.
• To edit a current column to a different option, click the dropdown arrow to the right of the column name. Type the name of the new column you wish to include. Click on the name to save.
• To remove a column, click the red “Delete” icon to the right.
• To rearrange an existing column, click the three horizontal lined icon on the left of the column you wish to move, then drag and drop it into the desired location.
When you are finished editing the columns, click outside of the "Columns Chooser" menu to save your selections.
Saving Exception Views
You can save multiple exception views by naming them accordingly and clicking the “Save” button. Any modifications (filters, column adjustments, groupings) will be saved.
All saved views are stored under “My Views”.
Sharing Exception Views
In Syncrofy, you can share your saved views with other Syncrofy users in your organization.
How to share an exception view
1. Click the “Share” button on the top right-hand side of the screen.
2. Type and select the name of the Syncrofy user you wish to share the view with.
3. You can access any views shared with you under “My Views”.
Downloading Exception Views
In Syncrofy, you can download the current view you are in as a CSV file.
How to download the current view
1. Click the “Download CSV” icon at the top of the view.
2. Type in the name you wish you give the file.
3. Click the Download button.
Managing Exceptions
Upon clicking into an Exception (either from the list view or a notification), you will be taken to the Document Details page for the affected document. By clicking into the red highlighted area, you will see which rule triggered the exception. Based on your user permissions, you have a few options.
Exceptions Management Options
• Change the status of the Exception (Pending, In Progress, Resolved).
• Modify who the exception is assigned to.
• Manually accept and resolve the exception
File Processing Exception
Note: Syncrofy will create a File Processing Exception if it is unable to successfully process a File.
Examples of File Processing Exceptions
• ISA control number does not match IEA control number
• Can’t parse ISA segment
• IEA segment does not end with specified segment terminator
• GS control number contains trailing or leading spaces
• Unknown error, requires further investigation
• Etc.
User Specific Rule and Exception Notifications (Use Case)
• Proactively be alerted when a business document is not sent or received within a certain about of time (For example, ensure an ASN is generated within 3 business days of receiving a PO.)
• Be alerted to any large orders (over a certain dollar value) or if you receive an order from a particularly important trading partner
• Be alerted to any rejected invoices immediately.
