Astra Schedule Help (8.0)

Approval and Notification Groups

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Approval and Notification Groups

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Approval and Notification Groups

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Approver Groups are groups of users to whom event, room, and/or resource requests are routed for approval. Each Approver Group can include one or more users and one or more specific event request forms, rooms, or resource groups. When a request is routed from a specific request form or for a specific room or resource, all users in the appropriate Approver Group will receive a request item in their notification list.

 

Notification Groups are similar, but include groups of users (and/or outside addressees) to whom notifications are sent when specific event requests are approved and created, or when certain rooms or resources are scheduled. Notification Groups are intended to keep people informed by generating messages when the scheduling status of the item(s) in question has changed.

Approver Group

To create a new Approver Group, perform the following:

 

1.Click the Settings tab.

 

2.Click Approval and Notification Groups.
 

3.Click Add a Group.

 

4.Select Approver from the drop-down list and click Ok.

 

5.Enter a name for the group.

 

6.Click Add User to browse a list of application users.

 

7.Select a user from the drop-down list and click Save to add them to the user list on the Approver Group form. Repeat as needed.

 

8.To add rooms to the approver group, click Add Rooms and then use the filter controls in the pop-up window to choose a room.  Click Ok to add the room to the list.  Repeat as desired.

 

9.To add Event Form/Resource Group Assignments to the approver group, click the + icon and select from the available options. Click Done to add the selections to the list.

 

10..Click Save to return to the Approver/Notification Group list.

Notification Group

To create a new Notification Group, perform the following:

 

1.Click the Settings tab.

 

2.Click Approval and Notification Groups.
 

3.Click Add a Group.

 

4.Select Notification from the drop-down list and click Add Group.

 

5.Enter a name for the group.

 

6.Click Add User to browse and select from a list of application users.

 

7.Select a user from the drop-down list and click Add to add them to the user list on the Notification Group form. Repeat as needed.

 

8.If desired, outside email addressees may be included in the group. Click Add Email Address and then enter the person’s email address and contact name. Click Add to add them to the group.

 

9.To add rooms to the notification group, click Add Rooms and then use the filter controls in the pop-up window to choose a room.  Click Ok to add the room to the list.  Repeat as desired.

 

10.To add Event Form/Resource Group Assignments to the notification group, click the + icon and select from the available options. Click Done to add the selections to the list.

 

11..Click Save to return to the Approver/Notification Group list.