How to Use Alerts with Custom Tables

Introduction

This guide will show you how to use the Alerts (Early Warning System) with Custom tables. Alerts help you monitor important deadlines or conditions—such as warranty expiry—using saved filters. Once configured, the system will notify users when matching records appear in a filter.

Target Audience

User

Prerequisites

Before starting, ensure you have:

Access to Asset & Configuration Management.
A Custom table with date or condition-based fields (e.g., Guarantee expiry).
Permission to create saved filters and alerts.

How to Use Alerts with Custom Tables

Step 1: Create a filter to monitor

Go to Global menu >> Asset and Configuration Management.
Open the relevant Custom table (e.g., Personal Computers).
Create a filter for the condition you want to monitor.
Example: Guarantee expiry is this month.
Save the filter and give it a clear name.

Step 2: Open Alerts & Notifications

Go to Global menu >> Alerts & Notifications.
Click New alert.

Step 3: Set up the alert

Give the alert a name (e.g., “Computers guarantee expiry”).
In the Watch field, choose Saved filter.
Under Custom table, select the table you are monitoring (e.g., Personal Computers).
In Warn if the number of records in the filter, select the saved filter you created earlier.
Define when and how the alert should trigger (e.g., if there is more than 0 matching record).

Step 4: Define delivery and scope

Select the author and whose data to evaluate (e.g., Only the author’s, All users’).
Choose the recipients: All participants, group members, or specific emails.
Set the execution frequency (e.g., daily, weekly).

Step 5: Save the alert

Click Save to activate the alert.
The system will now send notifications whenever new records match the condition in the filter.

Troubleshooting

Ensure the saved filter is active and properly scoped.
Check the filter result returns more than zero records.
Confirm the alert is set to “Active” and includes recipients.

Conclusion

You have successfully configured an alert for a Custom table using a saved filter. This setup ensures responsible users are notified automatically when important changes occur.