Notifications

You can send email notifications to users when a reconciliation:

• Changes state such as when it gets prepared, rejected, or approved.

• Is approaching its Preparer or Approver due date.

• Is past its Preparer or Approver due date.

Watch to learn more (3:31).

To set up users in access groups to receive notifications:

1. Set up as recipients on the Notifications tab as described below.

2. Select the Notify check box for the user in Access Control. See Access Groups (Editor).

Notification Methods
RCM and OneStream Administrators can set up which users get notified about reconciliation state changes.

NOTE: Only RCM and OneStream Administrators can create and edit notification methods. Local Admins cannot access the Notifications page but can apply notification methods to reconciliations that they are assigned to.

To create a new notification method:

1. Click + and enter a name for the new method in the Name column. Names must be unique and cannot contain special characters.

   NOTE: The first six columns notify you of state changes that have already occurred. The Preparer and Approver columns are for pending reconciliations that are nearing or past their due date.

   • Prepared: Email is sent to the assigned Primary Approver 1 and Assigned Approvers 1 in Access Group.

   • Auto Prepared: Email is sent to the assigned Primary Approver 1 and Assigned Approvers 1 in Access Group.

   • Rejected: Email is sent to the assigned Primary Preparer and assigned Preparers in Access Group.

   • Approved: Email is sent to the next assigned Approver (Primary Approver 2-4 and Approvers 2-4 in Access Group). If there is only one level of approval, then no additional notification is sent.

   • Unapproved: Email is sent to the next assigned Approver (Primary Approver 1-4 and Approvers 1-4 in Access Group).

   • Comment: Email is sent to all assigned roles.

   • Balance Changed: Email is sent to the assigned Primary Preparer and assigned Preparers in Access Group.

   • Preparer Warning: Email is sent to notify that the reconciliation is approaching the Preparer due date.

   • Preparer Warning Days: Enter the number of days (absolute value) before the Preparer due date that you want recipients to start receiving email notifications. For example, if you enter 5 days and the Preparer due date is 6/10/22, recipients would start receiving warning emails on 6/5/22 and stop receiving warning emails on 6/10/22.

   • Preparer Past Due: Email is sent to notify that the reconciliation is past the Preparer due date.

   • Preparer Past Due Days:  Enter the number of days (absolute value) after the Preparer due date you want the recipients to stop receiving email notifications. For example, if you enter 5 days and the Preparer due date was 6/10/22, the recipients would start receiving past due emails on 6/10/22 and stop receiving past due emails on 6/15/22.

   • Approver Warning: Email is sent to notify that the reconciliation is approaching the Approver due date.

   • Approver Warning Days: Enter the number of days (absolute value) before the Approver due date you want recipients to start receiving email notifications.

   • Approver Past Due: Email is sent to notify that the reconciliation is past the Approver due date.

   • Approver Past Due Days: Enter the number of days (absolute value) after the Approver due date you want recipients to stop receiving email notifications.

   NOTE: For multiple levels of approval, all approvers (Approver 1-4) get notifications until the reconciliation is fully approved. For example, if a reconciliation is approved at level one but not at level 4, approvers continue to get notifications.

2. For each type of notification, select who gets notified:

   • All: Notifications are sent to the applicable role for the primary and assigned to that role within the access group. For example, if the notification is for preparers it will go to anyone who is a primary preparer and a preparer assigned within the access group.

   • None: No notifications are sent.

   • Primary: Notifications are sent to users who are directly assigned as primaries on the reconciliation.

   • Access Group: Notifications sent to users in the access group.

Task Scheduler

In Task Scheduler under Reconciliation Manager, a new task ProcessNotifications_RCM is added which is used to run the notification methods setup in Account Reconciliations. An administrator should only need to set up the Task Scheduler job once, and then any edits would be done on the Notification Methods tab.