Who is this article for?

Administrators responsible for configuring system notifications..

Admin access is required to configure notifications.

When a document is deactivated, the reason provided by the user is recorded as a note on the document record. Because of this, it can't be added to the notification email using a standard field drag-and-drop method.

This article explains how to modify the Document Deactivated notification template to successfully display the deactivation reason in the email body.

1. Adding the deactivation reason to the email template

To include the deactivation reason (which is stored in the Notes section of the document record), you must add a Detail Report element for notes within the Report Designer.

1. 1. Access the Report Designer

1. Go to the Administration module.
2. Select Customization.
3. Choose Messaging.
4. Click Edit on your "Document Deactivated" email notification.
5. In the messaging editor, click the Edit Report button to launch the Report Designer.

1.2. Insert the notes detail report

The deactivation reason is saved as a note in the document record. You must add the entire Notes collection as a Detail Report to the email template.

1. In the Report Designer, right-click on the Detail band of the report.
2. Hover over Insert Detail Report in the context menu.
3. From the secondary menu that appears, select Notes.

Note: This automatically adds a sub-report linked to the document's note history. The deactivation reason, entered by the user during the deactivation process, is recorded in this area.

1. 3. Save and test the notification

1. Click the Save icon to commit the changes to the report template.
2. Close the Report Designer.
3. Deactivate a document in the system to trigger the Document Deactivated email notification.
4. Verify that the email received now contains the deactivation reason you entered.

2. Further reading

• Configuring electronic signatures
• Configuring Reminder and Escalation emails