This guide explains how to set up and manage purchase order notifications in your property management system. You'll learn how to customize who receives alerts for different purchase order events, ensuring everyone stays informed and workflows run smoothly.
1. Click on Admin > Roles to review existing notification roles.
2. Click on the blue name of the desired notification role (default or custom) to access its settings.
3. Ensure the toggle to the left for the Purchase Order module is blue (enabled)
4. Under Event Notifications, check the boxes for events you want to trigger notifications. Below are our available Purchase Order events:
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Purchase Order Submitted From Work Orders: A purchase order has been submitted on a work order.
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Purchase Order Submitted From Purchase Orders: A purchase order has been created on the purchase orders page.
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Purchase Order Waiting Approval: A purchase order has been submitted and is awaiting approval.
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Purchase Order Approved: Any time a purchase order is approved.
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Purchase Order Denied: Any time a purchase order is declined.
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Purchase Order Waiting Payment: A purchase order is awaiting payment.
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Purchase Order Closed: A purchase order has been marked as closed.
5. Under the Preset dropdown menu, standard notification settings have been created for ease of use, but these can be customized to the User's preference.
6. Click "Save Role" afterward to ensure the changes are saved.
7. When configuring a custom role, link it to a user at the property level using one of two methods:
From the property grid:
Check the box to the left of the Property or Properties you wish to add the User/Role. Once at least one Property has been selected, buttons will appear at the top of the Grid. Click Add Contacts and choose the appropriate Role and Contact(s). Then, click Save.
From the property information page:
To link the Role to a Property from within the Property's page, click the name of the chosen Property from the Property Grid. Navigate to the Contacts tab and click Add Contact.
A new window will pop up. Select the Role and Contact(s) from the dropdown menus. Then, click Add Role.
Notification Roles can be overridden at the Property level. Within My Properties, select a Property. Navigate to the Notifications tab, and check the box next to "Override default notification configuration from management company." From here, edits can be made by clicking the dropdown menu. Once an edit has been made, the change is automatically saved.
