Email Options

Email addresses

Each user may have two email addresses within ExtraView, a primary email address and an alternative email address. The primary email address is maintained on the Personal Details tab of the user account maintenance screen. The alternative email address and the controls for receiving email are on the Notification Options tab of the user account maintenance screen.

The administrator or the end user can select options for the end user to receive email at their primary and alternative email addresses independently.

If the behavior setting named CHECK_EMAIL_ADDRESS_FORMAT has a value of YES, then the format of each email address is checked at the time it is entered or updated and an error message is returned if the format is not valid.

Turning System-Wide Email On or Off

  1. From Administration menu, under the Email Notification tab, click on Email Settings.
  2. Scroll down until you see EMAIL_NOTIFICATION.
  3. Click Edit and change the value to YES, in order to turn on Email Notification, or set the value to NO to turn off Email Notification system-wide.
  4. Click the Update button.

When EMAIL_NOTIFICATION is set to NO, no warnings are issued to users who enter or update issues, or generate emails in any way.

Disabling Access to the Email list for Specific User Roles

You can control access to the mailing list with the security permission keys named PR_ADD_PROBLEM.NOTIFICATION and PR_RESOLUTION.NOTIFICATION. If these keys are turned off for a combination of user role, business area and project, then the user will not have control over, or visibility of the email notification section of the add / edit screens.

Notification Permission Keys

These keys have both PR_ADD_PROBLEM and PR_RESOLUTION entries to control both the add and the edit screens.

Key Purpose
NOTIFICATION This is the master control for the display of the notification section on add and edit screens. You must have WRITE permission to these keys to observe the notification section on add and edit screens. Note that turning off this key is independent of the values of the fields and the security permission values of these keys. Just turning this display off does not alter the value of the EMAIL_SWITCH key. You can either set this key off as well, or use a business rule to inhibit the sending of email notifications from any screen within any Role / Business Area / Project combination.
CC_EMAIL This key controls the visibility of the CC Email text entry box
CC_EMAIL_BUTTON This permission key controls access to the CC Email button to the right of the CC Email text entry box
EMAIL_CUSTOMER Giving permission to this key enables or disables access to the checkbox that turns notification on or off to users in the DEFAULT_USER_ROLE. Note that this checkbox may be set programatically using a business rule
EMAIL_SWITCH This controls access to the checkbox that has the prompt Generate Email
INTEREST_LIST With this key you control access to the ability to allow users to add users to an interest list for the issue they are adding or updating
MAILING_LIST This is the control for the list of users who will be notified upon inserting or updating the issue