JustWare Notifications | By: Dave Virgin

Are You in the Right Class? Learn about two things: Notifications Reminders Differences and benefits Best practices Real examples Increase communication with your cases

Communication from JustWare Notifications JustWare Tasks Reminders Alerts JusticeWeb Reports JustWare Calendar Report Subscriptions

Notifications vs Reminders Reminders (ticklers) JustWare client popup / email Popup notifies JustWare Users of JustWare events (where they are involved) Email goes to someone’s most recently added active email address Notifications Emails sent to anyone, reminding them of anything in JustWare Configured with Business Rules

Reminders Send an email or pop up reminder to event involved people Must be an event involved person (Event, Correspondence, or Task) Popop notification only pops up in the JustWare client (recipient must be a JustWare user) Emails require an active email address on the recipient’s name record Reminder times list can be adjusted in the JWXML and are specific to that screen

Notifications Sent by Business Rule only Notify Names or Notify Involved Names activities The notification will be sent to the “active” email address Unless otherwise specified in a getdata “To” field. This would replace the NameID field Can be triggered by anything that can trigger a Business Rule Includes Batch and On Demand Able to notify of anything in JustWare, not just Events Both Notification and Reminder emails must have an SMTP server configured in the Maintenance Console (correspondence does not)

Real World examples of Notifications Send Officer Subpoenas If an individual is in custody Restitution Payment received When Discovery is Downloaded Notification that a Drug test is due today Case Status/ Case Type change or Change to a Name Record Notify an attorney that a new document has been added to a specific folder Notify an Attorney or other case involved person that an individual has been added to another case

Any other examples? What notifications would a Court want? What notifications would a Prosecutor’s office want? What notifications would a Public Defender’s Office want? What notifications would Pre-Trial services want? What notifications would Probation departments want? What other types of notifications would you want?

When should you use Notifications vs. Reminders Is an Event involved? Is Correspondence involved? Is a Task involved? When does the notification need to be sent? Are Cases being entered or modified? Status changes?

Event Reminder Configuration Universal Event Reminders Configure defaults for time, email, and popup for each event type. These apply after a save (also function with business rule results) Event Reminder Email Templates Function just like JDA (Datasources, Fillpoints, etc.) If you don’t have a custom template defined you get a generic default template Static set of Event and Case Fields (no recipient info for Correspondence) Involvement Type / Case Type / Event Type not required

Email Reminder Template

Notification Email Templates Template functions similarly to Reminder Template or JDA Case / Name / Event specific Datasources can reference @CaseID, @NameID, @EventID Build and test in JDA (especially if there is logic/formatting) Body of Notification Template Datasources of Notification Template (only 1 “Queries” allowed, so add all your “Query” datasets into one “Queries”)

Notification Datasource

Notification Email Templates

Sending Notifications as Texts If you use JustWare to send these they will still be considered emails Each provider has an “SMS Gateway” You need to know everyone’s cell phone Provider! (sample provider list) Email notification GetData will create the appropriate email address based on phone number and provider Doesn’t work with number porting, may be blocked by carrier as spam, some carriers will cut you off if volume is too high API options to do this as a service (Twilio, Plivo, Nexmo, Layer, etc)

Texting Code Table Configuration Example You can use any of the name contact info code tables

Notification Datasource Example: Building “To” field SELECT TOP 1 e.NameID , [To] = ( SELECT CAST(CAST(( SELECT SUBSTRING(e.EmailAddress, Number, 1) FROM MASTER..spt_values WHERE [Type] = 'p' AND Number <= LEN(e.EmailAddress) AND SUBSTRING(e.EmailAddress, Number, 1) LIKE '[0-9]' FOR XML Path('')) AS xml) AS varchar(MAX)) ) + et.Notes -- Above code removes all non-numeric characters from the phone number we placed in the email address FROM jw50_Email e JOIN jw50_EmailType et ON e.EmailTypeCode = et.Code WHERE e.NameID = @NameID AND e.EmailTypeCode LIKE 'e%' -- Code convention of texting email address types starts with a lower e AND ( e.ActiveDt <= GETDATE() -- Active date is either blank or in the past OR e.ActiveDt IS NULL) ORDER BY e.EmailAddDt DESC

Steps to not get blocked by Carriers SMTP Server must have the following: SPF Record Hostname Reverse DNS hostname/lookup Emails to carriers requesting whitelisting Some will refer you to a whitelist application webpage

Setting up the SMTP Server

Troubleshooting Email Notifications Does the Name Record have a email address listed? By default only the most recently added email address will get the email. Otherwise you will need to set up a Business rule to add the other email addresses Send a test notification from the JustWare Maintenance console, you may need to check your Junk box Check Notification Log report or jw50_NotificationLog / jw50_NotificationQueue to see if the notification went out or if there was an error From the JustWare Maintainance console check the service. You may need to uninstall the service and then Install it again Check with your I.T. team to see if the firewall may be blocking the email Call JustWare Support

Thank You for Attending! Dave Virgin Dave@journaltech.com