View a Flash demo which explains how to email unregistered users or review the information below.

In Versions 6.0.0 or newer, unregistered users who have submitted issues via the Submit Page or Email can receive email notifications to track status of the issues they have reported. When unregistered users are notified is controlled by the Unregistered User Options in the General Preferences section. These options also allow you to select the date and time settings and privileges that will determine the email content included in the notifications sent to unregistered users. To configure a workgroup that will send notifications to an unregistered user, please review the steps provided below.

User Group Privileges
Email content privileges need to be enabled for a user group so that Tracker knows what pieces of the email message to include for Unregistered Users. Decide whether you want to add a new user group for this purpose or edit an existing one. One thing to consider to help you decide is if your Unregistered Users will be using the Submit Page, the group where you enable the email content privileges has to have visibility to the Project(s) and Form(s) you want to display on the Submit Page. In Versions 6.0.0 or 6.0.1, refer to these sections instead: Project Visibility, Form Visibility

To check how the visibility is currently set:

1. Login as Admin and click on the Admin icon
2. Click on the Projects link
3. Select the desired project in the pulldown at the top. The page will be refreshed with the properties of the selected project
4. Expand the section "Visible to User Groups" and check to see which user groups are listed
5. Do the same for the "Visible to User Groups" section under the appropriate form within the project

Let's say the group "Users" has visibility to the project and form you want unregistered users to see on the Submit Page. If it's okay for Unregistered Users to have the same email content privileges as "Users", it's simpler to edit the "Users" group to grant the email content privileges (they may already be set as you want them). If it's not okay for Unregistered Users to have the same email content as Users, add a new user group, enable the email content privileges and give that group visibility to the Project(s) and Form(s) you want to display on the Submit Page. In Versions 6.0.0 or 6.0.1, refer to these sections instead: Project Visibility, Form Visibility

To enable the email content privileges:

1. Login as Admin and click on the Admin icon
2. Click on the User Accounts link (or User Administration button)
3. Click on the Manage Groups button
4. Click on the Edit button to the left of the user group you wish to modify
5. Check the boxes for the privileges in the Email Content section. A detailed description of each section of an email message can be found here. In Versions 6.0.0 or 6.0.1, this can be found in the Email Notification Message Types section.
6. Click OK to save the changes

Set the General Preferences
The Unregistered User section of the General Preferences page contains the options that will determine the format of the email messages Unregistered Users get.

To set these options:

1. Login as Admin and click on the Admin icon
2. Click on the General Preferences link
3. Make selections for the options in the Unregistered User Options section. For "User Groups", be sure to select the user group where you enabled the email content privileges. In some configurations, you may need to have multiple user groups selected here. Hold down the Ctrl button on your keyboard to select multiple user groups (or to leave existing user groups selected). The selection here determines what Projects and Forms are available on the Submit Page based on which projects and forms are visible to the user group(s) selected.

   For "Send Email Notifications On", selecting "" will disable all email notification messages to Unregistered Users. Selecting "Submit via Web" will send a confirmation to a user who has added a record using the Submit page. Selecting "Submit via Email" will send a confirmation to a user who has added a record via email. Selecting "Updates After Submit" will send notifications as the record is processed through the workflow per the email rules in effect. For example, when a record is closed.

4. Click OK to save the changes

Adding a Text Field
In order for notification to be sent, the email address of the unregistered must be stored in a field. Begin by adding a text field that will store this information.

1. Login to the workgroup as Admin
2. Click on the Admin icon in the Button bar
3. Click on the Fields link
4. Click on the Add Field button
5. Select the option "Text" and click on the Continue Button
6. Enter the name for this field in the Label field
7. If the unregistered user is submitting issues via the Submit Page, enable the Include in The Submit Page option.
8. Enable "Yes" for the "Unregistered User Email" option
9. Select or enable any additional properties for text fields In Versions 6.0.0 or 6.0.1, refer to the Managing Fields section.
10. Click on the OK Button
11. Click on the Manage Forms for this Field Button
12. Highlight the form in the "Available Forms" list box and click on the Add button (add the forms where this field should be visible)
13. Click on the OK Button to save the changes

Configuring Outgoing Email Rules
Email rules are then configured to specify under what condition(s) the email is sent to the unregistered user.

1. Login to the workgroup as Admin
2. Click on the Admin icon in the Button Bar
3. Click on the Workflows link
4. Click on the Manage link to the right of Outgoing Email Rules
5. Select the conditions for when an email is to be sent.
   Review the Email Rules help section for details on configuring the conditions. In Versions 6.0.0 or 6.0.1, refer to this section instead.
6. Select the email recipients as well as the <Unregistered User> listing in the Notification List, and click on the Add Notification Button
7. Click OK to save your changes

Incoming Email Settings
If the unregistered user is submitting records via email, the Incoming mail settings must be configured.  These settings determine if the email address field is populated with the address in the FROM field of the email.

1. Click on the Admin icon
2. In the Admin page click on the Projects link
3. Under the forms option, click the Manage link to the right of Incoming Email settings
4. Select <Set Reporter To Unregistered User> for the option Action for Unmapped Emails
5. Click the Ok button to save the changes