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13 | Alerts Overview

This article covers features and configuration options for Alerts and Contacts. Alerts can be set up to notify an Operator, Operator Group or Bepoz Support of an occurring event, or can be accessed from BackOffice. Auditing and Alerts are extensive mechanisms working throughout both Bepoz BackOffice and also within SmartPOS workstation. The Auditing System tracks all the activities carried out within both Bepoz BackOffice and in the SmartPOS workstation.

This article covers features and configuration options for Alerts and Contacts.

Alerts can be set up to notify an Operator, Operator Group or Bepoz Support of an occurring event, or can be accessed from BackOffice. 

Auditing and Alerts are extensive mechanisms working throughout both Bepoz BackOffice and also within SmartPOS workstation.

The Auditing System tracks all the activities carried out within both Bepoz BackOffice and in the SmartPOS workstation.

 The Alerts System is only activated when a nominated event occurs either in BackOffice or in the SmartPOS workstation.

Prerequisites 

 

  • To access Alerts & Contacts Settings, the applicable Operator Privileges   will need to be enabled 
    • Operator Maintenance 'General' Tab
      • Operational Setup: "Alerts & Contacts" Flag 

 

Accessing Alert Setups
  • To access and edit Alert Setups, navigate to the Operational Setup component in the side menu of BackOffice and select Alerts & Contacts which will open an Alert Setups window
  • This window contains a number of buttons which can be used for Adding Alert Setups, Editing & Maintaining Alert Setups and Deleting Alert Setups

Setting Up a New Alert
  • To Add a new Alert; Click on the 'Add Alert Setup' button in the header which will open the Alert Setup window
  • The Alert Setup Window is split into 3 sections:

 

General Settings

 

Configuration Option

Description
Alert Name
  • Sets a Name for the Alert
On Permanently
  • This flag will activate the Alert Permanently
  • If On, this flag overrides the schedule option
Disable
  • This flag can be ticked on if the alert is no longer in use
Alerts Triggered
  • This field displays how many times the Alert has been triggered
Last Alert
  • This field displays the last time the Alert was triggered

Schedules
  • This allows adding schedules for the Alerts
  • Once the 'Add' button is clicked, a new window will appear where operators can add and edit the Alert Schedule

 

Audit Trigger

Configuration Option

Description
Audit Type
  • These are the Audit Types that are inbuilt in the system
  • Operators can choose from these Audits to create an Alert 
Venue
  • Sets the Venue where the audit will be triggered
Workstation/Till
  • Sets the Workstation/Till for which the audit will be triggered
Operator
  • Sets the Operator for whom the Audit will be triggered
Audit Data A
  • Sets the Data for which the audit will be triggered
  • Qualifier: Sets the condition for the Datatype
Audit Data B
  • Sets the second Data for which the audit will be triggered
  • Qualifier: Sets the condition for the Datatype
Audit Other Info
  • Sets the information for which the audit will be triggered
  • Qualifier: Sets the condition for the Information
Seconds Delay between Alerts
  • Sets the Time Gap between two consecutive Alerts

Alert Action

 

Configuration Option

Description
Set Audit level
  • Information Only
    • Information Alerts are created by events that occur normally in Bepoz
    • The alerts are not errors, but just a record of something that has occurred in the system
    • Whenever something is added or edited, an information alert is logged
  • Warning Alert
    • Warning Alerts pop up an orange box in the alert area of BackOffice
    • A warning alert is an event that needs to be brought the attention of Managers
    • These Warning Alerts need to be handled in the system to be cleared from the alert area
    • Multiple warning alerts can be cleared at once
    • A warning alert is triggered whenever the stock on hand of a product goes below zero
  • Critical Alert
    • Critical Alerts pop up a red box in the alert area of BackOffice
    • These Critical Alerts need to be handled in the system to be cleared from the alert area
    • They can only be cleared one at a time
    • Critical alerts are events that need to be brought to the attention of managers immediately
    • Whenever a "No Sale" is done at a SmartPOS Workstation after an order has been cancelled, a critical alert is created
  • Do Not Log Audit
    • Creates an Alert but does not Log into the system
  • Send to Helpdesk
    • The Alerts are sent to Helpdesk or Support Team for further Information
Run Job
  • Runs the alert as a job in the selected field
Contact List
  • Sets a list to send the Alerts to
Message
  • Sets a Message to send to the Contact List
Include Venue
  • Includes the Venue Name in the Alert
Include Operator
  • Includes the Operator Name in the Alert
Include Workstation
  • Includes the Workstation in the Alert
Include DataA
  • Includes the Data A specified in the Alert
Include DataB
  • Includes the Data B specified in the Alert
Include OtherInfo
  • Includes the Other Information specified in the Alert

 

 

Editing an Alert

  • To edit an Alert, highlight the alert that needs to be edited and Click on the 'Edit Alert Setup' button at the header
  • It will open the Alert Setup window which allows for editing the existing alert

Viewing Alerts

  • Once the Alerts are set up, they can be viewed in the Audit Report
  • However, Warning Alerts and Critical alerts show at the Side Menu of designated Operators

  • These Alerts can be marked as viewed either by clicking on them one by one or by clicking on the 'OK all Warnings' and 'OK all Criticals' button at the header