Track: Email Notifications

You can set Track up to send out email notifications to users and/or departments in three types of situations:

• When the user or department first goes over quota during a quota period

• When the user or department gets a new allocation

• On a daily basis

You can configure the type of notification and its frequency. You can also override these configurations for certain destinations.

The setting of the EmailNotification parameter determines whether and when email will be sent. You can set this variable in the system defaults and/or for specific users, departments, and destinations. The settings for specific users, departments, and destinations override the system default setting. The options are

• Never—Never send email to the user or department (default setting).

• Over—Only send a single email to the user or department contact person on the first attempt to print over quota.

• Daily—Send an email out each day at the time set in the EmailTime parameter in the system settings

• Event—Send an email when the allotment changes or the quota is exceeded.

The text of email notifications comes from one of three message files in the Track directory install_dir/adm/omtrack. These are template files that you can change.

• emailoverquota for over quota messages

• emailallotment for new quota allotments

• emailstatus for daily status email

To provide data relevant to the user receiving the email, Track performs text substitutions for keywords embedded in the message templates. Each variable to be substituted for the corresponding value from the database must be surrounded by braces { }.

For example, to show a user the number of points used, you could use the following line in the email template file:

The number of points you have used is {PointsUsed}.

Track inserts the actual number of points used in place of the variable {PointsUsed}.

You can substitute the following variables into the email message templates. The fields may pertain to a user or a department.

• Name

• FullName

• Department

• AllotmentPeriod

• AllowRollover

• QuotaAllotment

• LastAllocation

• CurrentQuota

• PointsUsed

• PointsSpooled

• NotificationPercent

• HitQuota

Track attempts to send the script to the user’s or department contact’s email address set in the parameter EmailAddress. If the user’s or department contact’s email address is not set, Track logs an error.

The subject of the message is always Track Quota Notice.

When sending email, lpsquota invokes the script trackemail in install_dir/adm/omtrack. The form and content of these messages are outlined in the table below. Track replaces the variable n with the actual number of points.

You can customize the trackemail script.