User notifications

Introduction to user notifications

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Depending on your rights, you can send a notification to all the users within a tenant, application, or user group, or the subset of users you are responsible for.

Notifications can be sent to users in four ways:

• As an in-app notification from IAM.
• As an email notification from IAM.
• As a system email from IAM, that is automatically sent out by the system.
• As an in-app notification that is part of a system flow, for example, to notify a user that a file has been uploaded. You can configure these notifications only in the Software Factory. See Send user notification.

In-app notifications

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To send an in-app notification:

menu Authorization > Tenants/Applications/User groups/Users

1. If necessary, select a Tenant.
2. Start the task Add notifications .
3. Select the Notification type: In-app notification.
4. Add the Text you want to send.
5. Add an expiration date and time.

Notifications are sent to the specified users as soon as they are logged in or, if they are already logged in, when they interact with the GUI.

tip

IAM uses the following system flow for deleting sent or expired notifications: system_flow_clean_usr_notification. For more information about viewing and managing this system flow, see Create a custom schedule for an IAM system flow.

Notification email

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You can use a notification email to send notifications, confirmations, reminders, or alerts to users. For example, you can send a notification email about upcoming maintenance or to a specific user regarding their account. You can only email users with a registered email address in IAM.

You can also set this up for tenants, which is useful for sending notifications to all users in a tenant. For more information on tenants, see Notification emails for tenants.

1. Configure an email provider

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To send notification emails, you must first set up an email provider for IAM.

See Email providers.

2. Configure a template

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To send email notifications, you need to configure an email template. If you configured a template in the user's preferred language, they will receive it in that language. If not, IAM uses the template that you marked as default (see step 4).

To configure a template for your notification email:

menu Settings > Global settings > tab Email templates > tab Notification email templates

1. Enter a Template name.

2. In the tab Configurations, select the Notification email template.

3. Select a Language.

4. Optional: If you want this to be your default template, select the Default template box.

5. Enter a Title and Email body.

   tip

   You can use email body parameters to add user-specific details in your email body.

A template for a notification email

3. Send a notification email

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To send an email notification:

menu Authorization > Tenants/Applications/User groups/Users

1. Start the task Add notifications .
2. Select the Notification type: Email notification.
3. Select an Email template. A preview is available. You can only edit it by changing the template. See Configure a template.

IAM checks the notification queue every 10 seconds. If an email notification has been added, it will be sent.

tip

IAM uses the following system flows:

• For checking and sending email notifications: system_flow_send_email_notification.
• For deleting sent or expired notifications: system_flow_clean_usr_notification.

For more information about viewing and managing these system flows, see Create a custom schedule for an IAM system flow.

Add an email notification

System emails

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A system email is an automated message that is sent by Indicium when a certain requirement is triggered. System emails are typically used to send notifications, confirmations, reminders or alerts. For example, when a user's Personal Access Token is about to expire, Indicium sends out a system email that notifies the user.

Configure a system email template

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You can customize the default system email templates. If you have set up templates in different languages, the user will receive the system email in their preferred language. If not, Indicium uses the template that you marked as Default template.

To configure a system email template:

menu Settings > Global settings > tab Email templates > tab System email templates > tab System email template

1. Set up an email provider.

2. Ensure the user is correctly set up and their email address is configured. For more information, see Add users.

3. Select an E-mail template. The following templates are available:

   • Password reset - template for if a user needs to set up a password or reset their password. See Login and password for more information on setting up login details.
   • Two factor token - template for if a user needs to log in with two-factor authentication. See Two-factor authentication for more information on setting up two-factor authentication.
   • Personal access token expires - template for if a users' PAT token is about to expire. See Set up notifications for a PAT for more information on setting up notifications for PATs.

4. Select a Language.

5. Optional. To set this template as default, select the checkbox Default template. You must always select a default system email template. If a template for the user's preferred language does not exist, Indicium will use the default template.

6. Complete the fields Title and Email body.

7. Optional. You can enter the sender's name (From name) and email address (From address) in the menu Settings > Global settings > tab Email providers.

Tips

• You can use email body parameters to add user-specific details in your system email body.
• You can delete templates that you do not need. For example, if you do not want to specify or maintain a template for each language, you can delete all other languages and only keep a default language.

Setting up a system email for two-factor authentication

Email body parameters

You can personalize the email body with parameters. See the table below for the available options.

For example you can use the parameters {first_name} and {sur_name} as Dear {first_name} {sur_name}. The parameters will be completed with the users' first name and surname. If this information for a parameter is not available it will be left empty.

Parameter	Description	Availability
{token_name}	Adds the user's PAT name	Personal access token expires template only
{first_name}	Adds the user's first name	All templates
{sur_name}	Adds the user's surname	All templates
{resetToken}	Contains the reset token for password reset	Password reset template only
{twoFactorToken}	Contains the two-factor authentication token for login	Two factor token template only
{url}	Full URL to reset password or 2FA page with query strings filled in	Relevant to password reset and 2FA. If Indicium is hosted with two or more different domains, the {url} parameter will return to the domain from which it was called.

Notification overview

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For an overview of all the notifications:

menu Analysis > Notifications > tab Notifications

• Pending notifications remain visible until they have been shown to the user or until their expiration date.
• You can set the number of expired or sent notifications that should remain visible in the menu Settings > Global settings > group User > field Notification retention (items). Deselect the prefilter Pending to see them.
• Here, you can only add, edit, and delete the notifications without a system flow. System flow notifications can only be configured and changed in the Software Factory. See System flow notifications.

Example notification