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Domo Knowledge Base

Creating an Alert for a DataSet

Version 6

 

Intro

With DataSet Alerts, you can build flexible and powerful Alerts right on a DataSet. You can be Alerted based on any change or addition to your data. Unlike traditional Alerts, these can be built on multiple trigger rules. And the Alert message can include complex calculations and even data from other DataSets, making the custom message more customizable and more useful.  

For example, let's say user Barry is a sales manager for his company. He wants to know the exact moment that a new deal closes, along with any pertinent information about the deal, such as the salesperson who closed the deal, the name of the customer, the amount of the deal, the number of consulting hours purchased, and so on. Before DataSet Alerts, Barry could only set Alerts on the Card level. These Alerts would indicate that a predefined threshold had been surpassed but could not relay any other data from the DataSet. But now, with DataSet Alerts, Barry can set an Alert on the DataSet level. The Alert message can include any information from the DataSet, including all of the data Barry wanted. 

Barry's Alert message as created in Domo looks as follows:

[Sales Rep], on the [Sales Team] team, closed a deal with [Account Name] for [Deal Amount]. This deal includes [# of Users] users and [# of Consulting Hours Purchased] consulting hours (at a rate of [Consulting Rate] per hour). The competitor for this deal was [Competitor Name]. This opportunity was created on [Opportunity Start Date] from a [Lead Type].

Thereafter, when a deal closes, the Alert message that is sent out is populated with the data from the indicated columns. This message might appear as follows:

"Darcy McKay, on the Corporate team, closed a deal with Kablinko Toys for $23,560. This deal includes 12 users and 8 consulting hours (at a rate of $225 per hour). The competitor for this deal was Red Puffin Electronics. This opportunity was created on 08-12-2017 from a Marketing-generated Lead."

You manage DataSet Alerts in the Alert Center, just as with Card Alerts. There you can edit rules and messages, change your notification settings, see the Alert history, share Alerts with other users, and subscribe to other DataSet Alerts. For more information about the Alert Center, see Alert Center Layout.

Video - DataSet Alerts

 

Creating a DataSet Alert

You create DataSet Alerts in the Data Center, in the details view for the DataSet. Click on Alerts in the details view tab bar to open the Alerts tab. This tab shows cards for all Alerts that have been created on this DataSet. You can click any Alert to open a panel in which you can edit the Alert, see its history, share it, and so on. In this tab you can also click New Alert to open the 3-step Alert wizard, where you can configure your new Alert. The steps in the wizard are as follows:

  1. Rule. Here you specify the conditions that trigger your Alert. You can also specify how often Domo checks to see if the Alert conditions have been met.

  2. Message. Here you can customize the message for the Alert using a variety of different macros to indicate available metrics.

  3. Share. Here you specify the users, groups, and Buzz conversations that receive notifications when the Alert is triggered. 

All of these steps are described in more detail in continuation.

Setting Up Your Alert Rule

In Step 1 of the wizard, you specify the conditions that cause your Alert to trigger. You can also set the frequency at which Domo checks to see if the Alert has triggered.

If PDP policies have been set on this DataSet, you can specify how PDP is applied to Alerts in Step 1 of the wizard. For more information, see PDP and Alerts

Specifying the Alert Conditions  

There are two types of DataSet Alerts: individual row Alerts and column aggregation Alerts. You select the type of Alert you want in the Metric menu in the Rule section of the Alert wizard. 

dataset_alert_wizard_metric_menu.png

Individual row Alerts

You can create Alerts that trigger when changes are made to individual rows in your DataSet. These changes include rows being added, changed, or deleted from the DataSet. For example, you might have an Alert set to trigger when a row for a new customer account is added to your sales DataSet.

When you choose an individual row option, two additional configuration options appear. The first of these, Add Filter, is optional. Here, you can set your Alert to trigger only when specific rows are added, changed, or deleted. To do this, you choose the desired column in the Metric menu, select an operator in the Meets this condition menu, then enter or select the desired value in the For this value field. So for example, if user Fiona only wants to receive Alerts when the "Marketing" department is impacted, she would select Department in the first menu and Is equal to (=) in the second menu, then check the box for "Marketing" in the blank field.

You can add additional filters by clicking Add Filter

dataset_alert_wizard_row_filter.png

By adding multiple filters, you can build complex Alert rules for your DataSets. For example, let's say I have a DataSet that includes rows for customer deals in the pipeline. I want to receive an Alert only when these three criteria are met:

  • I have won the deal (indicated by the "isWon" column being set to "True").

  • The deal was previously open (indicated by the "isClosed" column being previously set to "False").

  • The deal is now closed (indicated by the "isClosed" column being now set to "True").

I could build a single rule incorporating all three of these criteria. by creating three separate filters, as follows:

dataset_alert_wizard_filters_example.png
 

The second option asks you to select one or more columns that identify a row in this DataSet as unique. In the previous example, I specified "AccountID" as this column because the account ID is unique for every row. Unlike the filters option, this is required to proceed. 

Column aggregation Alerts      

Column aggregation Alerts occur when the aggregation for a column meets a specified threshold, just as with Card Alerts. For example, you might have an Alert set to trigger when the sum of the "Total Budget" column for your DataSet falls below a certain value.       

To build a column aggregation Alert, you first choose a column in the Metric menu, followed by the desired aggregation. Different aggregation types are available depending on the data type of the selected column.

Available aggregations for string columns are as follows:

  • Unique Count. The number of unique values in the column (i.e. if a value appears more than once, it is only counted once).

  • Null Count. The number of NULL values in the column. 

  • Non-null Count. The number of non-NULL values in the column.

  • Total Count. The total number of values in the column, including all null and non-unique values.

  • Minimum String Length. The length in characters of the shortest string in the column.

  • Maximum String Length. The length in characters of the longest string in the column.

  • Average String Length. The average length of characters of all of the strings in the column.

Available aggregations for value and date columns are as follows:

  • Unique Count. The number of unique values in this column (i.e. if a value appears more than once, it is only counted once).

  • Null Count. The number of NULL values in the column. 

  • Non-null Count. The number of non-NULL values in the column.

  • Total Count. The total number of values in the column, including all null and non-unique values.

  • Minimum. The smallest value or earliest date in the column.

  • Maximum. The largest value or latest date in the column.

  • Average. The average value in the column.

  • Sum. The sum of all of the values in the column.

  • Standard Deviation. The standard deviation of the values in the column.

  • Median. The median value in the column.

  • Lower Quartile. The lower quartile for the column.

  • Upper Quartile. The upper quartile for the column.

Once you choose the column and aggregation, you can build the conditional statement for the Alert. A conditional statement connects the selected metric to the value or percentage and determines when your Alert is sent. You choose the condition in the Meets this condition menu and enter the value in the For this value field. Domo provides a variety of conditions to choose from, including greater than, less than, and equal statements and combinations of these. You can also specify a particular degree of change using the changes by, increases by, and decreases by condition statements.

For example, if you wanted to create an Alert set to trigger when the total value of the "Budget" column fell below $10,000, you would do the following:

  1. Select "Budget" in the Metric menu, then choose Sum as the aggregation type.

  2. Select is less than (<) in the Meets this condition menu.

  3. Enter 10000 in the For this value field. 

Specifying the Alert Frequency

Also in step 1 of the Alert wizard, you can specify how often Domo checks to see if the Alert is in a triggered state. You do this by clicking the arrow at the bottom right of the configuration options and selecting the desired option. 

dataset_alert_wizard_step1_arrow.png

 Options include Every time the data updatesHourlyDailyWeekly, and Monthly

  • If you select Every time the data updates, Domo checks the Alert any time the data in the card is refreshed. 

  • If you select Hourly or Daily, you can choose whether to include weekends in your evaluation. You can also set the specific time of day when you choose Daily.

  • If you select Weekly, you can select the specific day of the week along with the time of day.

  • If you select Monthly, you can select a specific date or the first/last day of the month, along with the time of day.  

Depending on the Alert condition you've selected, a checkbox may also appear reading Keep sending notifications while in a triggered state. When this box is checked, instead of sending out a single Notification as soon as the Alert enters a triggered state (which is the default functionality), Domo sends out Notifications based on the selected frequency until the Alert conditions are no longer met. For example, let's say user Gus creates the Alert rule "Summary Number is less than 500," selects Weekly as the frequency, then checks this box. As soon as the Summary Number surpasses 500, a Notification is sent. Then, as long as the Summary Number remains above 500, new Notifications are sent on the specified weekday at the specified time. If the number drops below 500, Notifications will stop being sent. If, on the other hand, Gus doesn't check this box, only an initial Notification is sent when the Alert is triggered.    

The Keep sending notifications while in a triggered state checkbox appears only for threshold-based Alerts, as opposed to those one-time Alerts that trigger when a certain degree of change is met. For example, for an "Is greater than" Alert (e.g. an Alert that triggers when its value surpasses 1000), this box would be available because the Alert still applies as long as the value remains above the threshold. But for a "Changes by" Alert, the box is not available because once the given value is reached, only a single Notification needs be sent—the Alert's work is then done.

Customizing Your Alert Message

In Step 2 of the wizard, you can customize the Notification message that is sent whenever the Alert is triggered. You can choose from a wide variety of macros to include in the message. Macros are used to reference different variables related to your Alert, such as Alert name, Alert owner, current or previous value of the rule column, the time the Alert was last triggered at, and so on. With individual row Alerts, you can configure the message header, body, and footer separately. 

dataset_alert_wizard_message_with_macros.png


You can see a list of macros by clicking the Metric button. Where available, the list shows you the name of the corresponding variable in your Alert so you know if you are pulling over the right information.  
 

dataset_alert_wizard_macro_list.png 

If you edit the custom message then decide you want to revert it back to the default, you can do so by clicking Restore Default.  

Sharing the Alert

In Step 3 of the wizard, you can share Alerts with other users and/or groups in your Domo so they receive notifications every time that Alert triggers. You can also write a custom message to let users know what is happening as well as delete users and groups who should no longer be able to see the Alert. You can delete users and groups only if you have an "Admin" default security profile or a custom role with "Manage All Groups" enabled. For more information about default security profiles, see Default Security Role Reference. For more information about custom roles, see Managing Roles

You can also share Alerts in Buzz conversations, in which case all users following the conversation receive Notifications. You can search for conversations then select those conversations you want the Alert to be shared in. This search searches keywords from conversation names only; it does not search conversation content.

Alerts are sent to the email address and telephone number specified in the user profile. For more information, see Profile Page.

For information about configuring Notifications, see Configuring Notification and Alert Settings.

When you share Alerts with other users in your Domo, they automatically gain access to the cards those Alerts are tied to if they do not already have it. 

Video - Sharing Alerts

 

To share an Alert with users and/or groups,

  1. In the Share this Alert step of the Alert creation wizard, add a person or group to share with by clicking in the Enter users, groups, or emails field and selecting the desired user, group, or email.

    When you select a user or group, that user or group's name appears in the field. You can share with multiple users and/or groups by selecting all of their names and adding them to the field.

  2. (Optional) Write a message in the "I thought you might find this interesting" field to let users know what is happening.

  3. Click Save.

The Alert is shared with the selected users. If you wrote a Notification message, that message is sent to the users you shared with.

To remove users or groups from the shared list for this Alert,

  1. In the Details view for the card with the Alert, click the alert_icon.png icon to show the Alerts for this card.

  2. Click the Share button for the Alert you want to remove users from. 

  3. Expand the section at the bottom of the dialog by clicking the message reading "Already shared with [person]."
    This displays rows for all users and/or groups the Alert is being shared with.

  4. Remove a user or group from the shared list by clicking the "x" for that user or group.

The user or group is removed from the shared list and no longer receives Notifications when this Alert is triggered.

To share an Alert in a Buzz channel,

  1. In the Share this Alert step of the Alert creation wizard, click the Buzz tab.

  2. (Optional) Use the Filter Buzz channels and chats field to search for conversations you want to share this Alert in.

  3. Check the boxes for all conversations you want to share the Alert in.

  4. Click Share.

The Alert is shared in the selected conversations. Any users following those conversations will now receive notifications any time the Alert is triggered.

Saving your Alert

After you've selected the desired Alert components and entered a value, click Save.

Your new Alert now appears in the Alert Center. You can do any of the following with this Alert:

  • Open it for editing.

  • "Unsubscribe" from it so you do not receive Notifications when it is triggered. By default, when you create an Alert, you are set to follow it.

  • See how many times it has been triggered.

  • Delete it.

  • Set instant, daily, or weekly notifications on the Alert. 

  • See a listing of Alert events.

  • See a list of followers.

Editing an Alert

You can open an Alert for editing by doing any of the following:

  • Select Alerts in the app toolbar at the top of the screen, locate the Alert you want to edit, click in the top portion of the Alert card, then click Edit.

  • Open the details view for the Alert in the Data Center then click the Alerts tab.