ServiceNow Tutorial | Email Notification | Events | Email Notification in ServiceNow | Mail Script 1

hello guys welcome back to my youtube channel my name is ranja patel guys in this video i am going to talk about email notification in details so guys just be with me if you have little bit knowledge and even if you don't have a little bit knowledge like you are right going to write to first time any email notification i'll be covering from very uh simple way and i will be starting from the very beginning of the email notification and moving on i will be going in details fine so if you have a little bit knowledge still in this video i help you a lot to understand the many other things as well so guys let's start now guys so first let's start with the what are the things i'm going to cover in this email notification so that you will be having an idea that means how much you know about email notification and what you will learn from this video fine so let's start now so first guys so i'll be talking about the very basic email setup like how we can trigger an email or what are the prerequisites to send the email from the service now right so we have to do little bit setup so in all the environment or by default we cannot set the send the email so we have to do little bits set up on properties right fine so anyway i'll be talking about in details so second thing i'll be creating an email notification very simple notification i will be creating and i will be explaining you each and every attribute which is related to email notification what is the use of those attributes you can able to get that after uh watching this video fine so next i'll be talking about advanced email setup guys so this is the things i'm going to take much time on the point third right so in this i'll be talking about the advanced level of email uh configuration basically right so let's check it out what are the things i'm going to cover first i'll be talking about advanced condition for email notification so we have a simple condition how we can write our own advanced conditions so that also we can see fine so next i'll be talking about the edit html content in an email notification guys if you have a little bit knowledge about your html or then we will see how we can embed our html code in the email notifications right next point i'll be talking about the document attachment on email notification guys uh either two way we can attach the notification either like we can send uh um as a attachment we can send a um your file as a attachment in the email but if file is too heavy or lengthy then we can just give the link for those attachment links so that the receiver whoever they receiving the email they can just click on that link and they can download it so both way we can see it fine so after making all the changes like uh before committing our changes we have to preview our notifications right so that we will cover how we can preview and how our actual notification looks like fine so next i'll be talking about the time zone time zone for email notification we can append if we are uh including any date filled in our notification then time zone would be the default of the system time zone but we can change it if you don't want then we can just skip that time zone in the email notification fine we'll see that as well next i'll be talking about the specify alternative outbound email address for notifications so guys so alternative uh outbound email address i mean to say like uh if you have configured the like uh abc at the red yourdomain.com right or from there servicenow.com but you don't want at direct service not on now.com you want your address like your company address abc at direct your company name.com something like that so how we can do that and we see that as well fine so a specify a outbound email address for a particular language as well so if you are sending a notification in a particular language other than the like english then how we can configure that we will see that as well fine and the final guys uh we will be talking about the notifications variable there are not many notifications variable uh out of box are there we will use it like if you want to subscribe unsubscribe by default the variables are there so we will see those as well and so in the advanced email setup we will be talking about these many steps guys fine so next i'll be talking about the email template how we can use email template in notification definitely we will be looking for email layout like email layout is a part of email template so we will look how we can design our layout for the notifications fine then uh sixth i'll be talking about the watermark on notification emails like if you have this seen any email coming from the service now in the down top of the email every email i can say there would be a watermark like msg something it is number is there right so that is a very very important whenever you are reverting back to servicenow they will identify using that or watermark basically fine so next i'll be talking about the troubleshooting notifications email like well everything you have done the setup but still uh notification is not getting triggered so we will see of like uh 16 to 17 uh um predefined or common errors we can say during the troubleshooting of notifications right fine so finally i will be talking about the last one that is trigger email through event like we can trigger event uh sorry email notification through the event generation as well we will see how we can generate our own event and how we can trigger those so that notification will get automation process fine so these are the things guys i'm going to cover in this email notifications right so let's start now guys and so first i'll be talking about uh basic email setup so let's go to the our instance and we will see so first of all guys just type email not emails email you have to look for the email over here here so under the email uh here it under the system properties uh we have an email property so just click over here guys one more thing i have i think not written down that we can also see how we can send the manual email like we are not generating email we want like from the outlook we are sending it same way how we can send the uh email from servicenow right so that also we will see so guys over here so in the email properties what you have to do you have to check the two uh property basically email sending enabled so if you are enabling this then all the email will trigger from the service now if by default it is disabled so if you want the email to be triggered from your service now then this thing has to be there sorry guys i did fine so anyway so this thing has to be uh checked basically fine so what you have to do for this guys so this should be checked fine now so i right now i have not checked it out because i don't want to email to be triggered for my instance now this is for outbound guys for inbound means incoming mail whenever you are sending an email to service now then this check box has to be checked if you are not checking this check box then our service now will not receive an email right you will see in the upcoming or like in couple of moment what is the address uh on that we have to send an email so that the service now can receive the uh your email from your outlook basically fine so here about a time zone guys i was talking about so this is the properties over here by default it is true that means it will append the time zone whatever the time zone you have set it for default for instance that will take from here if you don't want to time zone included in your notifications email body just uncheck it and save this fine so i'm not going to do that so this is the little bit of configuration guys you have to do right and most important things guys where we can check whether the email has been triggered and what kind of email has been taken so for that we have a one table called uh email systems right so here you can see all the emails which been trigger or received uh trigger received all the record would be present over here and so based on the type we can identify uh what kind of male has been triggered or whether it is received something like that fine so this is the just you have to type the emails and here under the system logs just look for the email so here you can check your all incoming or outgoing emails fine guys so next uh this was the little bit of overview of email setup only things you have to do make sure that means you have not enabled the system property in your non-production environment so basically in production environment only we are enabling it but for if you want to check it just check it from here whether the email is incoming or outgoing or not so it's not recommended to uh enable this property in your non-prod environment fine so next point is go guys create an email notification so i'm just going to create a very simple notifications guys so for that uh we will see how we can uh configure our first email notification so for that guys what you have to do they are a various way to go to uh notification so maybe you if you like to go from the navigation just type for notification over here fine so under that uh system notification so here the email is there we we are interested for this fine so i'm just going to click on this so it will give me the list on the all the notification which has been created in the instance as of now or all are true by default so these many uh notification are already created so and uh by the way for which or table we are going to create a notification so for that you know that guys you're like in my every video i'm following one module called my incident right so i'm going to create a notification on this incident uh in this table basically fine so basically uh it's up to you from where you are coming whether you are directly coming from the navigation just click on the new new button is there it will uh ask you to fill the form for the notifications fine this is the one way guys i personally like whenever i want to create a notification first i go to the table basically right click go to configuration and here our notifications is there so i used to click it over here what service now it's give it it gave me the all the notification which has been created in that particular table itself means this table itself i will simply create it click on the new button it will give me the same uh form basically if you can compare with this form it will give me the same form right but the only difference is uh if you can see here table is not selected and here by default table is selected so i'm good to go with writing a name and the conditions so first thing guys or here it is asking so let me change the view yeah okay it is not allowing so it has to say okay fine so what i'm going to guys uh i'm going to create one notification let's take a use case one scenario like um i'm just going to open this and i'm going to write email when caused by change just say cause by change is getting changed then we want to trigger a notification to the uh requested four guys right so whenever someone is changing the change request or if it is empty from empty to a if someone is attaching any uh change request on this that time i want to send a notification for this fellow basically who is requested for fine so for that what i'm going to do i'm going to write 45 future see here cr means change request guys here notify users unnotified requested for events here changes right so this this name i have given here just simple give the name here you have to select that table so if you are coming from here basically you have to select the table right so for right now for this example by default system has selected a my incident table right this application shows that you are creating this notification under the global application active means like if you want to make it active or inactive like later on what was you want to make it inactive so you just uncheck this book so right now we are getting it so make this active if you want reactive category guys or on which category you are putting this uh notification you have to select there are many categories you can create your also fine so based on that uh in categorization this email will belongs to fine allow digit i will come on this little bit later let me uh in the advanced section i will cover this allow digest and so when you want to send it so there are three tabs guys basically over here so when to send who will receive and what it will contain it's a very informative uh section form section is there guys so when to send it is clearly saying when you want to send this notifications so i said record insert or update the event is fire and triggered so we are interested in two upper two right record inserted or updated and event is fired so right now i'm going with the record inserted or updated means whenever a record is getting insert or update on this my incident this notification it it will get triggered so i have to do the check box right so insert or update if you want only to be a notification to be triggered on the update you just click uncheck the inserted so it will be only trigger for the updated let me check both way fine so on top of it guys still if you want to give any conditions then we can give so our use case is saying whenever caused by change is getting changed or then we have to trigger this notification so what i will be selecting cause by change caused by change first of all i will say is not empty and caused by change changes so any value it will change and it should be not empty then it should trigger this notification so our first triggering point we have configured it right so trigger point we have configured so when to uh send when like insert or update updated or inserted we have added the our conditions as well fine let's move on to the new section that is called who will receive means who will receive these notifications so as per our use case scenario requested for whoever the name selected in this or requested for attribute that person received the email right so what we have to select here it is their groups and users so here we have select the requested four you have to just look for the requested four requested for just drag in this and just um close this tab and this section says guys so if you want to send a notification to particular users so you have a users list if you want to edit but this is a static so each and every time this user will get a notification so if you have that way any scenario or use case then you can use this users field directly from the users table right but in this case it will uh send the notification whoever or mention in the requested for right group guys if you want to send a notification to any group then you just select the group over here so if i am selecting a database group all the time this notifications will trigger to group member of database in this example we don't if we we are not interested with the group section subscriber well guys uh if you want to subscribe like a kind of subscribe channel same way if you want to send a notification to your users that time you can just make it subscribable and in this case we don't want to make it so this is a kind anyway i'm going to cover in next in subscribeable in advance way fine so third section guys it is saying email template subject and the message so email template anyway i'm going to cover in the advanced section so i'm just for leave it as of now this is for like a subscribe or unsubscribe uh link you will be getting in the your mailbox so subject guys or what i'm going to say notification same thing just going to make it notify uh cr has been changed or we can write cr has been changed right and here we will be giving our incident right so don't worry guys i will be explaining you or we can make it and see dent as chain though sedan or we will say incident has been updated dated with cr right so here number it will come this incident has been updated with cr right now here guys we have to write our message so i'll be writing hi requested for right so here we have requested for doing that this is like a direct selection guys so hi and here it will come name hi your nc tent has been created with new cr right regards so now help desk anyway as of now i'm just giving a simple one and if you want to give the like incident number so you can just add it from here whatever the details you want it right so let me edit the pause by change basically so that they can get notified because which support so let me save it guys so these are things only we have to do it right click and save this fine so now record got saved and now we have option to go to advanced view over here you can see here let me just click on the advanced view we will see we will be having now more option basically in each tab right so guys before that this option was not present so this was the advanced setup that's why it is now it we are in the advanced view we can do advanced setup if you are not doing this step also your email notification will work perfectly fine so i'm not going to do any changes as of now so anyway i'm going to do a testing and before testing how our email looks likes how we can check we have a preview notifications over here guys fine so let me click on that we will see the what how our notification will look like once it will hit our email fine so here it is saying is system administrator for instance updated with the news here this change has been given regards so you know and here the sorry it is coming uh unsubscribe and notifications preferences fine we will see this uh we will also talk about these two how we can edit it and how we can add our own also in advance in my upcoming video right so anyway so it's time to do a testing now guys what i'm going to do i'm going to um change this from 7 so i'm going to change the something five and i'm now i'm going to save the incident and before that let me just refresh it as if now only one is uh email notification is there so let me save this it should trigger a notifications right so our trigger condition is got match now because before that it was having some x value and now we have change with the different value so let me just rephrase it now as you can see guys here this one it's got incident or this incident has been updated with cr so this is the subject line we have given right so in the notification version yes in this notification this is the subject line so did you understand guys so this number it means it is giving the number this number basically right so here from here also we can preview it how it's look like guys so just open that notification and just come down and here you will be finding a related links to preview html body so this is the actual notification look like and this is the reference guys i was talking about ref msg something it is there so this is total this is 20 character total is i think 31 character is there fine so these all things we will be talking in details guys so anyway we will be covering but here guys so this is the simple way if you don't know anything about the email notification your client is asking you to configure just simply ask when to send who is going to receive and what it will contain so just configure three section your notifications will work perfectly it will work right fine guys so in next uh part of this email notification video we will be checking out advanced email setup like we will be talking about this of course we will be talking about this as well fine guys thank you then see you next part of this video

Channel: ServiceNow Helpdesk

Views: 10,061

Rating: 4.9603958 out of 5

Keywords: servicenow notifications, servicenow notification templates, servicenow notification digest, servicenow email integration, servicenow email script, servicenow email template, servicenow email layout, event and notification in servicenow, servicenow helpdesk, servicenow tutorial, Servicenow email notification, email notification in servicenow, Event in servicenow, servicenow tutorial for beginners, servicenow tutorials, servicenow for beginners, servicenow developer training

Id: MUVIsZFY0so

Length: 26min 47sec (1607 seconds)

Published: Tue Sep 08 2020