Options

In the “Options” section, define when the alert will be sent. By defining conditions and times when alerts should be delivered, you can create a custom schedule for sending alerts. For instance, you can set alerts to be sent only when someone changes an item within working hours (9 a.m. to 6 p.m.).

First, decide whether you need to filter items before sending alerts.

Options section of a Virto Alert with the choice to filter items before sending — Filter items

Choose “Use condition(s)” to create a custom condition for sending the alert.

Use conditions option for building a custom rule that controls when a Virto Alert is sent — Use condition

Click on “+” to add a new condition and “x” to delete a condition.

For example, to track changes in a specific list field, select “Use condition(s)” and choose the required field with the “has been changed” condition.

You can also combine conditions; use the “And/Or” operators to create a group.

Combining Virto Alert conditions into a group using And and Or operators — Use operators

Define when to send the alert. Alerts can be sent immediately after any changes or created as a daily or weekly summary schedule.

Choosing when to send the Virto Alert: immediately or as a daily or weekly summary schedule — Schedule alerts

If you schedule any available summaries (daily, weekly, monthly, or hourly), select the desired time from the drop-down lists and choose, for example, the days you want to receive the summary.

Setting the time and days for a daily summary Virto Alert from the drop-down lists — Daily summary

To receive only the latest status of a chosen field instead of details of all changes made since the last summary, tick the box “Show latest version only.”

Show latest version only checkbox to report the current field status instead of every change — Show latest version only

Select the “Send on date depending on a field value” option to apply special conditions for sending the alert based on a field value, such as sending an alert three days after the change. If necessary, tick the “Send separate e-mail for each item" checkbox. You can also set the exact time for sending the alert.

Send on date depending on a field value option for scheduling a Virto Alert relative to a date field — Depending on field value

Finally, let us see how the resulting alert looks in Microsoft Outlook.

The resulting Virto Alert email as it appears when opened in Microsoft Outlook — Resulting alert