In this example, we want to get notified of any document successfully exported from queue 3. The function will send an email template 1 to the my_accounting_address@my_company.ai email address.

• Affected queue: 3

• Email template used: 1

• Email addresses notified: my_accounting_address@mycompany.ai, someone_else@mycompany.ai

• Event: document successfully exported

{
  "actions": [
    {
      "scope": {
        "type": "queue",
        "filter": [
          "3"
        ]
      },
      "trigger": {
        "type": "status_change",
        "status_to": "exported"        
      },
      "template": 1,
      "recipients": {
        "type": "explicit",
        "to": [
          {
            "name": "Accounting",
            "email": "my_accounting_address@mycompany.ai"
          }
        ],
        "cc": [
          {
            "name": "Someone Else",
            "email": "someone_else@mycompany.ai"
          }
        ]
      }
    }
  ]
}

In this example, the trigger is evaluated periodically on a given expression. We use an expression to filter documents that are in to_review status. Additionally next part of the expression filters emails that arrived in the last 30 days. You may define multiple conditions with the & operator in the scope object. There is also the definition of threshold, which sets the minimum number of documents for triggering a notification to 20.

• Affected queue: 4

• Email template used: 2

• Notification threshold: 20

• Email address notified: All email addresses assigned to the queue

• Evaluated expression:

  • Existing hooks: status=to_review&arrived_at_before={date.today() + timedelta(days=30)}&arrived_at_after={date.today() - timedelta(days=30)}

  • New hooks (from 22.3.2024): status=to_review&arrived_at_before={today() + timedelta(days=30)}&arrived_at_after={today() - timedelta(days=30)}

• Recipients: emails associated with the queue

{
  "actions": [
    {
      "recipients": {
        "type": "queue"
      },
      "trigger": {
        "type": "expression",
        "filter": "status=to_review&arrived_at_before={date.today() + timedelta(days=30)}&arrived_at_after={date.today() - timedelta(days=30)}"
      },
      "scope": {
        "type": "queue",
        "threshold": 20,
        "filter": [
          "4"
        ]
      },
      "template": 2
    }
  ]
}

{
  "actions": [
    {
      "recipients": {
        "type": "queue"
      },
      "trigger": {
        "type": "expression",
        "filter": "status=to_review&arrived_at_before={today() + timedelta(days=30)}&arrived_at_after={today() - timedelta(days=30)}"
      },
      "scope": {
        "type": "queue",
        "threshold": 20,
        "filter": [
          "4"
        ]
      },
      "template": 2
    }
  ]
}

The first step is to identify the queue(s) with the documents that require this function.

Then you need to create email templates:

• Click Queue Settings > Emails > Smart email automation > Create a new template.

• Define the Name, Subject, and Message of the email.

• Click Save.

The email template may contain placeholder parameters. In addition to the built-in template placeholders, you can also use additional values that are available only for this extension:

{{document_urls}}: an unformatted list of document URLs that correspond to the action filters.

{{document_count}}: the total count of documents that have been matched by the action filters.

{{queue_url}}: the URL of the outgoing queue.

{{queue_name}}: the name of the outgoing queue.

{{current_timestamp}}: the current timestamp, provided in the format “%Y-%m-%d %H:%M:%S”.

• Get the ID of the template you have just created from the edit template view:

To enable Email Notifications, go to the Rossum application and:

• Click on the Extensions tab at the top of the app

• Click on the Rossum store option to display all the available extensions

• Select the “Email Notifications” extension tile

• Click “Add”

You can configure the Email Notification Extension either in the UI or by using the settings attribute of the hook API object.

Start by creating a unique name to help you easily identify the extension.

Next, set up a schedule for the trigger event.

Select the queue(s) where you want to use the function.

Then, navigate to the configuration, which is in JSON format. This configuration defines a list of actions that should be evaluated to trigger the email.

Finally, remember to save your changes.