How to use Alerts in Dynamics 365 Human Resources

In this article, we’ll explore the Alerts functionality in Dynamics 365 Human Resources (HR) and Finance & Operations (F&O). Alerts serve as a notification system for significant events, helping users stay informed about crucial updates and tasks throughout the day.

What Are Alerts?

Alerts in Dynamics 365 provide a flexible way to notify users of critical events within the system. They can be set up to track specific actions, such as overdue deliveries, deleted orders, changing prices, or any other significant changes that require user attention. This ensures that important information reaches the relevant personnel in real time, helping teams manage workflows effectively and maintain responsiveness to business events.

Typical Scenarios for Using Alerts in ERP

Alerts in an ERP system like Dynamics 365 are especially helpful in several common scenarios:

• Inventory and Delivery Tracking: Receive notifications for overdue deliveries or stock replenishment needs.
• Order and Transaction Monitoring: Get alerts for changes in sales orders, such as deletions or updates.
• Price and Data Changes: Track adjustments to product prices, discounts, or other critical data.
• Human Resources Events: Use alerts for upcoming employee reviews, expiring certifications, or training sessions.

These notifications help users stay proactive, preventing issues before they escalate and improving overall response times.

Event types

Three types of events can occur:

• Create-type and delete-type events – These events trigger an alert when a record is created or deleted.
• Update-type events – These events trigger an alert when the data in a specific field changes.
• Due date-type events – These events trigger an alert when a date arrives.

Changes that occur can be initiated by a user. For example, a user changes the delivery date of a purchase order. Alternatively, changes can occur as part of a process. For example, the Status field on a page changes to reflect the life cycle of various processes in the system.

Change based alerts

Go to System Admin> Alerts > Change based alerts

Click on recurrence

You can set your recurrence here as per your requirement.

Due date alert

We will set up due date alerts in the same way we did for change-based alerts.

Go to System Admin> Alerts > Due date alerts

Click on recurrence

You can set your recurrence here as per your requirement.

How to use alerts in Dynamics 365 HR

Login to Dynamics 365 HR or F&O

Go to Workers > Click on options > Create a custom alert

Click on create a custom alert, It will open alert form

Here you have many options to create an alert.

1. Table name : Specify the table name where you want to setup alert.
2. Events : Speciy the event type whether record is created or deleted.
3. Field : Speciy whether you want alert for all fields or specific field.
4. Alert me for : Speciy whether you want alert for all records or current record.
5. Alert me until : Speciy whether you want alert with end date or without end date.
6. Alert me with : Speciy whether you want to send as email internally or externally.

Now click ok to create an alert.

Test alerts

Now, it’s time to test an alert.

Go to workers > Create new worker.

Wait for some seconds, you will see a notification. You can see something like below.

Manage alerts

You can manage your alert by going to options > Manage my alert.

You can see all your alerts here.

Troubleshooting

Sometimes, It happens alert does not trigger then in that case, we must check whether the batch job is running or now.

Benefits of Using Alerts in Dynamics 365 HR

• Improved Visibility: Ensures users are aware of important changes in real-time.
• Increased Efficiency: Alerts allow users to respond quickly to urgent matters, reducing delays and enhancing productivity.
• Enhanced Control: Provides better oversight over critical processes, improving compliance and reducing risks.

Summary

Alerts in Dynamics 365 HR and F&O provide a robust tool for staying updated on key events. By setting up alert rules for critical business activities, users can effectively monitor changes, manage processes, and respond promptly, ensuring better operational efficiency. Whether it’s tracking deliveries, monitoring order changes, or overseeing HR milestones, alerts keep teams connected and responsive to the latest developments.