Boardworks alerts can be used to communicate with the company’s board members. When an Alert is created and published, it generates an email that is sent to the selected recipients. They contain specific information designated by the sender.
Please note: Attachments can be added to an Alert; however, they are not attached to the generated email.
Please note: Users must log in to BoardWorks to access the attached document on the Alert.
From the Alert Hub, the Administrators may do any of the following:
To create a new Alert or Alert Template
To view which Alerts are published.
To view which Alerts are created but not published.
To view Alert Templates
To view which Alerts are archived.
The upper section of the screen is divided into three areas, the navigation when clicked on displays the Alerts of that category PUBLISHED, UNPUBLISHED, and TEMPLATES. The second area allows the Administrator to create a New Alert or New Alert Template and the third allows the Administrator to decide whether to display those Alerts that are Archived.
Please note: Alerts automatically archive after 60 days.
For each of the three screens, PUBLISHED, UNPUBLISHED, AND TEMPLATES, an Administrator may view the ALERT TITLE, ALERT DESCRIPTION, the DATE CREATED, and ACTIONS. In addition, for PUBLISHED and UNPUBLISHED, it will list the number of documents attached to that Alert.
By clicking on the hyperlink on the Alert title, the Alert will open in a read-only view. It displays the details for review, the administrator may click on Cancel, to return to the Alert Hub Screen, View the details on the Alert, or Edit.
By clicking on the hyperlink for the document(s), BoardWorks will display a list of documents related to the Alert. If an Administrator clicks on a document, it will download the document for them to review.
By clicking on Manage, an Administrator may PUBLISH and UNPUBLISH, VIEW, and DELETE.
For TEMPLATES the Administrator may EDIT and DELETE.
Creating an Alert or an Alert Template
When creating an alert, there are several things to consider.
What the alert is about,
What best describes the information contained in the alert,
What information do I want to appear in the email that is generated when I send the alert,
What should be the subject of that email?
Alerts can be sent to one or multiple committees, or selected users from across multiple committees.
Please note: The information that is contained in the email is not protected by BoardWorks.
Please note: If a person is a member of more than one committee, that person will receive only one alert message per alert.
To create a new alert, select the NEW ALERT/NEW ALERT TEMPLATE button.
1. Fill in the:
Alert Description – Descriptive information regarding the Alert in BW.
Email Subject –This is what the email subject will be on the email generated from the Alert.
refers to e.g. Alert on the Q3 meeting.
Email Body – The body of the email should again consider that the information is available outside of BoardWorks and it is recommended to say that the recipient should log into BoardWorks to see the Alert.
Recipients – This is where the Administrator selects who should receive the Alert.
Next click on the ADD DOCUMENT, if needed. For more information, see the article on Adding Documents.
Please note: For templates, the ADD Document option is not available.
Then choose who the alert will go out to, a committee or specific members.
To view the committee members, click the down arrow.
To choose who is going to receive the alert, using the Access column, click on the checkbox on either the same lines as either the committee or the users.
Click on Publish or Save (to resume later) or Cancel (to remove completely)
Editing/View an Alert
An administrator may need to edit or view an Alert or an Alert Template. These alerts may or may not be visible yet to the committee listed in the alert. If an alert is not visible, also referred to as UNPUBLISHED, the process for updating the alert is easy. If the alert is visible to the committee it is known as PUBLISHED and requires an additional step to edit that alert.
Please note: The choice of recipients and title of a saved alert cannot be changed in the editing process.
A published alert is an alert that has already been made visible to its attendees.
Please note: Published content must first be unpublished before it can be edited.
To edit an Alert, first, locate the Alert looking to edit under PUBLISHED, NOT PUBLISHED, or TEMPLATES from the Alert Hub Screen.
The Administrator clicks on the Alert or Alert Template they are interested in Editing/Viewing the information.
The basic details will open for review, the administrator may click on Cancel, to return to the original screen PUBLISHED, UNPUBLISHED, or TEMPLATE Screen. The Administrator may view more extensive details, i.e who is going to receive the Alert by Clicking on the VIEW or EDIT button to change the details in the email.
Now the alert is in edit mode, an administrator can change the Alert Description, Email Subject, and Email Body and can add or remove documents to the alert.
To add a document, click on ADD DOCUMENT.
When finished, click on Publish (or “Save” to resume later)
Using an Alert Template.
Using an alert template allows the administrator to preconfigure the alert to create a uniform message to a committee or group of users. As with all templates, an alert can be used repeatedly with few modifications.
To view the already created template, click on TEMPLATES. Then choose USE TEMPLATE to activate the template.
Once the template is opened, fill in or change the information as needed.
Then choose PUBLISH, SAVE or CANCEL.
