Communications within a company is something all of us face. How do you quickly get needed information to your co-workers? Where is an easy place to store that information so that everyone who needs to see it can? Many of us use email to accomplish that task. The problem with email is we have to see it when it comes into our inbox and then find it later when we stored it in that perfect folder that we can no longer find. Well Microsoft has put a simple system into Dynamics NAV called notifications which helps remedy these issues.
Notifications in NAV are designed to provide both a running history of notes and comments for a master records or transactions as well as allow the user to easily update other users of pertinent information. You can add a notification to almost any record within NAV.
Notifications are used by having the “Note” factbox showing on the record. As with most of NAV, the user can add or delete this factbox from their screen. The “My Notifications” fact box is also added to the users Role Center. Again, this is controlled by the user if personalization is allowed. To issue a notification from a master record or transaction screen, the user will click on “click here to create a new note”. Simply type in the message then select the NAV user to update from the “To:” dropdown list and click on the notify check box. Then click the “save” button.
The note will be added to the record and a notification will appear in the user’s role center. The user receiving the notification can double click on the note and they will be taken to the record the notification originated from.
So how is this better than email? To start, the note is linked to the record in question. So, for example, if you are changing the quantity on a sales order based on a phone conversation with the customer, a permanent record of the change is created. Also, this is all retained in NAV. It cannot be accidently deleted. The coworker can see not only that something has changed but can drill into that change. If there is ever a question, this audit trail created by the note allows for historical tracking of changes in a simple yet highly visible way. Finally it’s easy to have the audit trail communication between departments without having to reference or attach documents to an email.
The only limitation is that you can only notify a single user per note. While it would be nice to see this corrected by Microsoft, most customers have not seen this as a major stumbling block.
Notifications when used as a standard procedure will greatly add to a company’s communications and help with tracking all the changes for master records and transactions. Starting simple with just a few users at a time, will help develop the necessary notification policies and will show the benefits of this feature in NAV. Once fully rolled out to all users, a company will see a significant improvement in communications for NAV.
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