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Email signatures and notifications

This article covers the Email signatures feature and the transition to it, as the Notifications settings are being phased out and replaced by it.

Transition phase

With the 2024.3 release, the Email signature feature will be available for setup, but will not be active. This will allow you to start converting your notification settings to your e-mail signature settings:

 

With the 2025.1 release (expected early 2025), the notification settings will no longer be available. Therefore, you will need to transition to using email signatures between these two releases if you have already set up the notification settings in your FM instance.

See below for the exact details of the changes in each release.

Table of contents

  1. Introduction
  2. How to set up email signatures
  3. How to manage email notifications as a user

Introduction

Email signatures is a feature that is used to customize the email signatures for the FM instance in the events of:

  • General: When a user is created, documents are sent, or when a stock (inventory management) is below minimum
  • Tickets: All emails related to tickets (emails for the reporter regarding status changes, and new messages)
  • Work orders: All emails related to work orders (emails to the responsible regarding new work orders, changes to work orders, and messages)
  • Suppliers: All emails to suppliers (emails to the responsible supplier regarding new work orders, changes, and messages)

You can create 1 signature per template.

Personal email notifications

The individual user in an FM instance now has the option to manage their email notification settings. This is done from their personal settings under My profile. Opting out of emails applies to all emails.

Changes in release 2024.3

The following changes are part of the 2024.3 release:

  • Email signatures will be available to set up in the settings.
  • Push notifications in the app are no longer controllable by Dalux and are enabled by default for all users. Users will now have to disable push notifications from the app in their phone settings if they don't want to receive them.
  • Web/desktop notifications  in Dalux can no longer be controlled and will always be shown by default

  • Emails will follow the current set-up of the instance, but the individual user can opt out of emails via the personal settings for email notifications.

Changes in release 2025.1

The following will come with the 2025.1 release:

  • Instances that relied on notification settings must be converted to use email signatures before 2025.1, as notification settings will be replaced by email signatures:

 

  • Notifications will still arrive in the same notifications inbox in the upper-right corner of the window:

  • The email sending setup will no longer follow the instance setup, and only the user's individual settings will take effect.
  • Templates regarding recurring work orders will be removed.
  • A preview of the email template will be implemented so that you can see how the mail will look with placeholders along with the standard parts of the mail defined by Dalux. For example: Email signatures for work orders will always contain the work order number, name and deadline.

How to set up email signatures

To set up email signatures, go to

SettingsNotificationsEmail signature - Select template to edit:

(Click the image to enhance)

This window allows you to edit the signature message that accompanies the selected mail template. There are a number of tools available to help you customize the signature, such as basic text formatting tools and placeholders:

(Click the image to enhance)

Placeholders

When customizing the email signatures you can use 'placeholders', which will automatically insert certain information related to the email that is sent, such as {APP_LINKS} which will automatically insert download links to the FM mobile apps. Only certain placeholders will be available for each signature template.

How to manage email notifications as a user

To manage email notifications, go to your personal settings:

Click your name in the top right cornerMy profileNotifications:

(Click the image to enhance)

Set 'Get e-mail notifications' to 'Yes' or 'No' depending on whether you want to receive email notifications and click 'Save'.

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