Alerts
The Global Email Notifications is contained in the Alerts folder. Umbria global email notifications are used for sending notifications to different user groups at a scheduled time. Within the Global Email Notifications node, you can customize built-in report templates and set up notifications that are specific to a particular recipient.
Content of the email notification is defined by the XML template file specified in the Email Body Template field. In addition to defining content, you can specify potential recipients as well as those who should not receive emails (exclusions). Notifications can be sent manually or can be sent automatically on a weekly or monthly basis.
Setup Requirements
Before Umbria can send the email notifications, a few settings must be verified in the Admin Panel.
- In the Global Settings node, verify that information is filled out on the SMTP Settings tab.
- In the Service Agents node, make sure the following Agent Jobs are enabled:
- EmailLogging: Writes log entries to the email.
- EmailResponseChecker: Checks for email responses and converts them into task comments.
- Scheduled Tasks: Checks for execution of scheduled background tasks such as email notifications, statistic updates etc.
Built-In Templates
The table below indicates what email templates (in an .XML file) are available out-of-the-box with Umbria. These files are located in the File Customization node under Default → Mailing → Templates → Matter → Budget and Default → Mailing → Template → Matter → Performance. You can also access the customization option via the Customize button in the Add/Edit Record window in the Global Email Notifications tab. For more information about email message XML and setup, see Standard and Global Email Notifications.
| File Name |
|---|
| BudgetThresholdReached.xml |
| Monitor.xml |
| MonthlyBudgetReport.xml |
| PendingApprovals.xml |
| PracticeGroupApproval.xml |
| Proposal.xml |
| WeeklyBudgetReport.xml |
| EndMatterExperience.xml |
| InitialMatterReport.xml |
| MidMatterExperienceReport.xml |
| MonthlyPerformanceOnlyReport.xml |
| NoBillingActivity.xml |
| WeeklyPerformanceOnlyReport.xml |
Adding Excel Templates
Microsoft Excel templates can be added manually through the Email Notification Report Template node in the Admin Panel.
Built-in templates can also be seeded during a fresh installation in the Seed Data step of the installation wizard.
Sample Email Notifications
Below are some examples of the various email notifications that Umbria can produce.
| Matter | |
| Budget Threshold Warning | 
|
| Monthly Budget/Performance Report | 
|
| Monthly Performance Report | 
|
| Weekly Budget/Performance Report | 
|
| Weekly Performance Report | 
|
| New Task Notification | 
|
Email Troubleshooting
Below is a list of common issues or errors with Umbria email functionality and how to resolve them.
Issue: Budget Threshold Warning email failed to be sent.
Make sure to check the email notification settings. If the Warn until turned off checkbox is selected, the email will continue to be sent regularly until manually turned off for the matter; if it is not selected, the email is sent only a single time after reaching each defined severity level.
To check the email log, access the Scheduled Background Tasks node in the Logs folder in the Admin Panel. Look for the notification with a Type of Caliban.Notifications.Matter.BudgetThresholdReachedNotifier. The NextRun column indicates the date and time the email should be sent next. For unsent emails, the StateJSON column reads ( "LevelSent": 0 ).
If the email did fail to send, the system will attempt to send it again after one hour, and continue trying every hour until it sends successfully.
Issue: "The server doesn't have a valid certificate" error is received.
This is in reference to the SMTP server certificate either on the SMTP server or the server running the import. Ensure that you are on Umbria 2.1.1 build #1146 or higher. If you are and you still encounter this issue, request that your IT personnel update the certificate on the server(s).
Issue: "401 unauthorized" error is received.
This indicates that a connection or login has been refused, and occurs when a username or password used for the Exchange or SMTP relay has changed but the information was not updated in Umbria. Access the Global Settings node and make any necessary updates to the credentials on the SMTP Settings or Exchange Settings tab.
Issue: When sending default test email, an error is received stating that a scalar variable such as @MatterId must be declared.
In order to use the Send default test email functionality, some notifications require you to declare the ID of certain variables. You will need to access the email template and either declare the variable or replace the variable with the ID. As an alternative, you can use the Send test email functionality (strongly recommended).
Issue: When sending test email, an error states that no recipient was selected, even though email addresses were entered.
Even if email addresses are entered, you must specify at least one recipient in the Matter Roles or User Groups field in the Recipients section of the notification record. If both of these fields are blank, you will not be able to send a test email.
Issue: In the Excel spreadsheet attached to an email notification, some data columns show variable names in curly brackets (e.g., {ClientId} rather than pulling in data.
SQL is not properly referencing or retrieving data for that column. Edit the XML file for the email notification to ensure that the field referenced is being pulled.
