Email Groups

Email Groups are used to group a set of users together for work request notification or assignment. By creating an email group, you can notify a group of users about a new work request or assign a work request to a team in conjunction with the MINE function.

The MINE Function allows an incoming request to go out to a designated group of people using the Email Group. With the MINE function, the system reassigns the work order to the first person in the group to claim the work order using the Email Response Code MINE. The system then sends a follow up email back out to the same group letting all in the group know who the claimed the work order and was assigned to. For more information refer to Email Response Codes.

An email group can be synchronized with a crew if your installation is utilizing Crews functionality. This allows the email group to be updated whenever members are added to or removed from the crew the email group is synched to.

Note:

To view an informational video that shows you, step-by-step, how to create an email group, assign members to it, implement the MINE function, Click Here and enter the password Facility742.

To open the Email Groups page:

  1. Open the Administration Menu page.

  2. Under the LOGBOOK ADMIN heading, click Email Groups.

ClosedAdd an Email Group

To add an Email Group:

  1. In the Add Email Group field, enter a name for the email group.

  2. Click ADD.

    A dialog box opens asking you to confirm your choice.

  3. Click OK.

    The page refreshes and the new email group appears.

  4. Select the Email Group User.

    Since work requests can only be assigned to users, each email group must have an associated email group user—a virtual user with the appropriate permissions to work on requests. Every email group must have a unique email group user; you cannot use the same email group user for multiple email groups.

    Email group users must be created like any other user account, and be given the appropriate security rights. If the email group user account does not exist, click the Create Email Group User link.

  5. If you want to synchronize this email group with a crew, select a crew in the Import and Sync Group members from Crew field. For more information, see Crews.

    Synchronizing the email group to a crew:

    • Imports all current members of the crew into the email group.
    • Updates the email group whenever members are added to or removed from the crew.
    • Does not prevent you from adding non-crew members to the email group.
    • Does not prevent you from deleting members of the crew from the email group
    Note:

    If you synchronize a crew with an email group, the association becomes permanent. You cannot synchronize the email group with a different crew or remove the association.

  6. Add members to the email group.

    1. Click the Select Member link.

      A dialog box opens allowing you to locate and select a user to add to the email group.

    2. Enter search criteria and click FIND.

    3. Click the name of the user you want to add to the crew.

      The user is added to the members list.

    4. Repeat these steps for each member you want to add to the email group.

  7. Click UPDATE.

ClosedDelete a Member from an Email Group

You can delete a member from an email group, if needed. Deleting a user from an email group removes the user from the group. It does not delete the user account. If you delete a member that was imported from a crew, it does not affect the crew membership.

To delete an email group member:

  1. In the Email Group field, select the email group you want to delete the member from.

    A list of the members appears at the bottom of the page.

  2. Click the DELETE button to the right of the member you want to delete.

    A dialog box opens asking you to confirm your choice.

  3. Click OK.

ClosedDelete an Email Group

You can delete an email group if it is no longer needed.

Before you can delete an email group, you must delete every member of the group.

To delete an email group:

  1. In the Email Group field, select the email group you want to delete.

    A list of all group members appears at the bottom of the page.

  2. Click the DELETE button to the right of every member of the group.

    You must remove all members from the group first.

  3. Click the DELETE button at the top of the page.

    A dialog box opens asking you to confirm your choice.

  4. Click OK.

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