Setting Up a Performance Alert: Step 3- Setting up the Notification Criteria, Step 4- Writing in your message
It is critical that you understand the the differences between the notification selection settings. These are outlined here:
Step 3: once you have set up the name and any alert criteria, you need to set up the Notification Criteria
If you have set up the alert criteria, you need to specify WHEN you want to be notified of this alert.
Notification Criteria allow you to choose when you want to be notified.
Please set these notification criteria carefully according to your organisation's needs
All updates: means you will receive an alert when the entry is:
-First saved in Smartabase
-EACH SUBSEQUENT SAVE (even if no new data has been entered!)
-EACH change to the record
Changes only: means you will receive an alert when the form has any changes made to it. E.g when a form has additional information added to it like SOAP notes being added into an injury form.
-EACH change to the record
-It won't alert you the first time it is saved on Smartabase
-It won't alert you if the record is opened and then saved and closed with no actual changes occurring to the entered data.
First save only: means you will receive an alert ONLY when the record is first saved in Smartabase.
-First saved on the system
-It won't alert you of ANY subsequent changes to the record
Changes After First Save: means you will receive an alert ONLY AFTER the entry has been saved in Smartabase.
-EACH SUBSEQUENT SAVE AFTER it is first saved/recorded in Smartabase (even if no new data has been entered!)
Changed From: allows you to be notified when a change occurs in one of the variables e.g. when a change occurs in injury status (as outlined in the step below). To set this up you need to set up additional "Changed From" criteria (as shown in the image two steps below. This is normally set up for Injury or Illness Event Forms.
N.B. Changes After First Save is almost identical to Changes Only, but there is a subtle difference in that Changes Only will trigger on any save but the first one, while Changes After First Save does not trigger when going from draft to save - so it will trigger on any save after the save that sets the event to be "active" (this is the old save as draft behaviour, not new scheduling stuff).
An example of the Changed From Notification Setting based on the athlete's status
You can set to be notified of a specific change in the status of an athlete such as changing from injured-unavailable to injured-available, or even available. The alert here has been set up to fire when:
The status of the athlete changes from:
Either Poor OR Terrible, to a status equal to Fully OK
To set up this type of alert:
#1: Set up the Alert Criteria that you want to be notified of (e.g when an athlete is fully available, or in the example here fully ok). N.B. You MUST set this up first before you set up the changed from notification.
#2: In the Notification Criteria select Changed from
#3: Add in the Changed From criteria select if Match All or Match Any to suit your needs. Then click the green + button and select the criteria that you want to be notified of when the athlete changes from this criteria. Set up the the Field Name, the Condition and the Search Term just as you would for the alert criteria.
Recheck your logic to ensure that you have set it up correctly. The Alert that you want to be notified of is when status is Equal to fully ok, but you ONLY want to be notified of this if the field status has changed from poor or terrible.
Double check your notifications and criteria. This is an example of a poorly designed alert:
The example here shows an alert that is set up for an injury record to fire an alert when the entry is first entered and then for any up date to that entry. This might seem like an ideal alert, but if you are monitoring a squad of 20 players and you receive a notification each time a new injury is entered and for all status changes and soap notes entered that will be a lot of alerts. Consider splitting it into two alerts
1: New Injury (with no criteria) set with first save only for the notification criteria
2: A status change alert to know when an athlete is back to full training status (e.g. with "changed from" injured to available for training as the notification criteria)
Step 4: Write in the message that you want the notified users to receive. You must enter a message or the alert will NOT work.
This message will appear in the notified alerts list and with all of the alerts that are sent. Please enter an appropriate and accurate message based on your communication preferences.
N.B. If the message is going to be sent via SMS, or E-mail, you could consider adding in "Do Not Reply" into the message content so users do not try and reply to the e-mail or SMS directly. Also, consider how the message fits with your organisation's restrictions on personal information being sent out of the system.
Note, if you send an SMS you will ONLY have 140 characters available for the message. Try and be very succinct!
It is CRUCIAL that you consider what information is being sent in the message, especially if it is sent via e-mail or SMS.
If you write in that an athlete has had a new injury and it set up in the communication preferences to be sent via e-mail, which is NOT encrypted, then you may want to limit the specifics of the message. Just ensure that what ever content you are sending, you are sure it meets the organisations security needs- especially if you use the attach PDF and append the athlete's name as this means the alert, the athlete's name AND an attachment of the record are showing IN THE SAME MESSAGE (See the next steps for more on communication preferences).