How To Create an Advanced Search Email Notification

You may set up an email notification for your Advanced Search that will go to recipients that you designate.

For example, you might want to send a daily notification to your supervisors that there are Validated citations that need to be approved.

The notification may be sent at hourly, daily, weekly, or monthly intervals.   You cannot designate a specific day, date, or time that the query will run.   Once the notification is set up and saved, it will run at the next designated time interval.   For example, if you set the query to run every 3 days, it will start 72 hours after you save it.

Steps

First, create your query and test it to make sure it returns the results that you want.

DO NOT include a date range prompt in your criteria.   If you do, the notification will not work.

Once the query has been set up and tested, you are ready to set up the notification.

On the Advanced Search query screen, press Notifications.
On the screen that comes up, set your search interval.
In the Expires field, select 30 Days, 60 Days, 90 Days, or Never.
Set the Server Settings to Default.
Add your recipients in the TO, CCC, and/or BCC fields.
Add a Subject.   This is what will appear in the Subject line of the email.
Add verbiage to the Body section.   This will appear in the body of the email.
Press OK.

Once the notification is set up and saved, it will run at the next designated time interval.   For example, if you set the query to run every 3 days, it will start 72 hours after you save it.

The email that gets sent will come from TraCS, regardless of who created the notification.   The body will contain the verbiage that you added to the notification along with the total number of forms that meet the criteria and a list containing details on each form.   These results list and accompanying details are system generated and cannot be modified.

An example of what the email looks like is below.