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Email Alert Group

Email Alerts

The EMS System enables Users to use Password Authenticated logins to the Customer’s SMTP Server.

The password is stored as encrypted data, using a machine specific key; therefore, moving EMS data from one machine to another will break the key and the password will need to be reset using the E-Alarm Configuration screen in a browser.

If required, and if a suitable POP3 or IMAP email Server is available, the EMS System can be configured to enable the use of email replies to acknowledge Alarm Alerts.

Email Alert User Groups can be created and configured to receive automatic notification of active Alarms by Email Alerts.

Creating an E-mail Alert Group

Adding External Contacts to the Email Alert Group

Viewing, Editing or Deleting an Email Alert Group

Set Email Times

Creating an E-mail Alert Group

1.Select E-Mail Alert Group from the User Alerts  entry in the View Data drop-down menu. See Figure 1201 below:

Figure 1201

View Menu Drop Down Email Alerts

The Email Alert Groups [Site name] window is displayed, showing a list of Email Alert Groups associated with the selected Site. See Figure 1202 below:

Figure 1202

Email Alert Groups Window

2.In the displayed Email Alert Groups [Site name] window, click on the Add Email Alert Group button.

The Email Alert Group window is displayed. See Figure 1203 below:

Figure 1203

Email Alert New Group Window2

The Email Alert Group window's four tabs allow an Email Alert Group to be defined:

Group Details

Sensors

Adding System Contacts

Adding External Contacts (Optional)

3.Define the Email Alert Group's Details.

Select the Group Details tab and:

i.Enter a name for the User Group into the Group Name: field.

This can be something that makes sense to the Site in question or something related to the function. For this example we will call the group, “System Email Alert” this will be a group that sends email Alarms to the service engineers.

ii.Enter a subject title for the Email into Email Subject: field.

For this example we will call it “Email Alert” this would then alert the engineer in the email subject that they were getting an Email about an Alarm condition on that Site.

iii.Enter an Acknowledge Timeout value.

This defines the length of time that the System will wait for an acknowledgment email and should be entered in the format: 12:00:00 (This entry defining a 12 hour delay).

iv.Check the box next to Confirm Acknowledge if an acknowledgment Email is required.

v.If required, activate Round Robin mode, check the box next to Round Robin Enable:

When Round Robin mode is enabled, Email Alerts are initially sent to the first name/address in the list. If there is no response from the first name/address on the list within the time limit, the System sends the Email Alert to the next person in the list. This process is repeated, moving down the names/addresses on the list, until a response is received or emails have been sent to everybody in the list.

With Round Robin mode enabled, you can enter a value for the length of time that the System will wait before sending the Email Alert to the next name on the list. This should be entered in the format: 00:15:00 (This entry defining a 15 minute delay).

Note:Emails sent in Round Robin mode are restricted to one Round Robin 'cycle' to prevent receiving multiple copies of the same alert email.

vi.If required, a reply Email can be sent which will reset the Alarms.

To activate this feature, check the box next to Email Reset Alarm.

vii.Select the Alarm parameters that Email Alerts are required for by checking the box, next to the required Alarm Condition, in the Alarms: section of the Create Email Alert Group window.

Multiple selections can be made.

4.Select the Sensor/Transmitters that you want be included in the Email Alert Group.

In the Email Alert Group window, select the Sensors tab and:

i.Click on the underlined Add Sensors link (See Figure 1204 below) to display the Add Sensors window in a browser window. See Figure 1205 below:

Figure 1204

Email Alert Sensors Tab 3

Figure 1205

Add Sensor Window New

ii.Select the Zone containing the Sensors that you wish to to be included in the Email Alert Group from the Zone Name: drop-down list.

As the Zone is selected, the Sensors associated with the selected Zone will populate the left-hand column (Source List).

iii.Select the Sensors you wish to be included in the Email Alert Group from the left-hand column (Source List).

iv.Click on the right-pointing arrow to move the selected Sensors to the right-hand column (Destination List). These Sensors will be added to the Email Alert Group.

To move/select all Sensors from the Source List to the Destination List, click on the double right-pointing arrow.

To deselect individual Sensors, highlight them individually in the Destination List and click the left-pointing arrow.

To deselect all Sensors from the Destination List, click on the double left-pointing arrow.

See Figure 1206 below:

Figure 1206

Select Sensors Email Alert Window

v.Once you are happy with your selection of Sensors, click the Submit button at the bottom left of the Add Sensors tab window.

You are returned to the Email Alert Group window where the Sensors tab is now populated with the selected Sensors. See Figure 1207 below:

Figure 1207

Email Alert Sensors Selected

5.Add System Contacts to the Email Alert Group.

In the Email Alert Group window, select the System Contact tab and:

i.Click on the underlined Add Contacts link (See Figure 1208 below) to display the Add Contacts window for the selected Site. See Figure 1209 below:

Figure 1208

Email Alerts System Contacts Tab

Figure 1209

Email Alerts Select Contacts

Contacts associated with the selected Site will appear in the left hand Source List: panel.

If there are a large number of Sites/Contacts, the required Site/Contact can be found by using the Filter: fields.

ii.To Add Contacts to an Email Alert Group:

To add a single Contact to the Email Alert Group, select a single Contact in the Source List panel and click on the single the right-facing arrow to move the selected Site Contact to the right-hand Destination List panel.

To add all of a Site's Contacts to the Email Alert Group, click on the double arrow to move all of the selected Site's Contacts to the right-hand Destination List panel.

To Remove Contacts from an Email Alert Group:

To remove a single Contact from the Email Alert Group, select a single Contact in the Destination List panel and click on the single left-facing arrow to move the selected Site Contact to the Source List.

To remove all Contacts from the Email Alert Group, click on the double left-facing arrow to move all of the group's Contacts to the Source List.

See Figure 1210 below:

Figure 1210

Email Alerts New Contacts Added

iii.When you are happy with your selection of Contacts, select the Submit button at the bottom-left of the Add Contacts window.

You are returned to the Email Alert Group window where the System Contacts tab is now populated with the selected Contacts. See Figure 1211 below:

Figure 1211

Email Alerts New Contacts Added to Group

iv.If you are happy with your selection of Sites/Contacts, click on the Submit button at the top-left of the Email Alert Group tab window.

The new Email Alert Group is created and you are returned to the Email Alert Groups [Site name] window which now displays the new Group. See Figure 1212 below:

Figure 1212

New Email Alert Group Added Highlight

To add Contacts to the System see Adding New Users.

Adding External Contacts (Optional) to the Email Alert Group

There is an option to have email Alarms sent to non-EMS Users or External Contacts.

To Select External Contacts:

1.In the Email Alert Groups [Site name] window, click on [Edit] for the Email Alert Group you wish to add External Contacts to.

The Email Alert Group tab window for the selected Email Alert Group is displayed.

2.Click on the underlined Edit Contacts link (See Figure 1213 below) to display the Edit External Contacts window for the selected Site, populated with any previously defined External Contacts, in a new browser window. See Figure 1214 below:

Figure 1213

Add External Contacts 1

Figure 1214

Email Alerts Add External Contacts

For information on adding External Contacts, navigate to: Create External Contacts.

To Add External Contacts to an Email Alert Group:

To add a single External Contact to the Email Alert Group, select a single External Contact in the Source List panel and click on the single right-facing arrow to move the selected External Contact to the right-hand Destination List panel.

To add all available External Contacts to the Email Alert Group, click on the double arrow to move all of the available External Contacts to the right-hand Destination List panel.

To Remove External Contacts from an Email Alert Group:

To remove a single External Contact from the Email Alert Group, select a single External Contact in the Destination List panel and click on the single left-facing arrow to move the selected External Contact to the Source List

To remove all External Contacts from the Email Alert Group, click on the double left-facing arrow to move all of the External Contacts to the Source List

See Figure 1215 below:

Figure 1215

Email Alerts External Contacts Selected

3.Once you are happy with your selection of External Contacts, click on the Submit button at the bottom-left of the Add Contacts window.

You are returned to the Email Alert Group window where the External Contacts tab is now populated with the selected External Contacts. See Figure 1216 below:

Email Alerts External Contacts Added

To add External Contacts to the System see: Create External Contacts.

Viewing, Editing or Deleting an Email Alert Group

1.Select Email Alert Group from the User Alerts  entry in the View Data drop-down menu. See Figure 1216 below:

Figure 1216

View Menu Drop Down Email Alerts

The Email Alert Groups [Site name] window is displayed, listing all of the chosen Site's Email Alert Groups. See Figure 1217 below:

Figure 1217

Email Alert Groups List

2.If you need to locate a particular Email Alert Group in a long list, type in the name of the required Email Alert Group into the Filter Group Name: field.

As you type a list of names containing the characters typed so far will be displayed allowing easier selection of the required Group.

3.From the displayed list:

Either:

i.Click on [Edit] on the row containing the Email Alert Group to be edited.

An Email Alert Group window is displayed, populated with the details of the selected Email Alert Group. See Figure 1218 below:

Figure 1218

Email Alert Group Details Edit

ii.Edit the Create Email Alert Group window's fields as required, clicking on the Sensors, System Contacts and External Contacts tabs as necessary to access the required details to edit.

iii.Click on the Update button.

The selected Group's details are updated.

Or:

i.Click on [Delete] on the row containing the Email Alert Group to be edited.

A warning message is displayed. See Figure 1219 below:

Figure 1219

Delete SMS Alert Group Warning

ii.Click on Yes to delete the Email Alert Group or No to cancel the deletion.

Set Email Times

The Email; Alert Group's Set Email Times parameters define when Email Alerts are active, ie when they can be sent, for each Email Alert Group.

To Set Email Times for a Selected Email Alert Group:

1.Select Email Alert Group from the User Alerts  entry in the View Data drop-down menu. See Figure 1220 below:

Figure 1220

View Menu Drop Down Email Alerts

 

The Email Alert Groups [Site name] window is displayed, listing all of the chosen Site's Email Alert Groups. See Figure 1221 below:

Figure 1221

Figure 226

2.If you need to locate a particular Email Alert Group in a long list, type in the name of the required Email Alert Group into the Filter Group Name: field.

As you type a list of names containing the characters typed so far will be displayed allowing easier selection of the required Group.

3.From the displayed list, click on [Set Email Times] on the row containing the Email Alert Group that is to have Email Times defined. See Figure 1221 above.

The Set Email Times: <Email Alert Group name> window for the selected Email Alert Group is displayed. See Figure 1222 below:

Figure 1222

Email Alert Group Details Change

4.Tick the relevant boxes under the entries to select the required 'active' days when Email Alerts will be sent to the selected Email Alert Group.

5.Enter the required time period during which Email Alerts will be sent, on the selected 'active' days, to the selected Email Alert Group.

Note: If the customer wants the same alarm(s), but different active days or times for some recipients in an Alert Group, then a separate Alert Group should be created for each set of recipients requiring different active days/times.