Quality External Notifications

In QMS Vaults, Quality External Notifications provide a way to send emails and share documents with users outside of your Vault. When an object has external notifications enabled, Admins can add the Create Distribution Groups Membership action to the object lifecycle to automatically populate distribution groups based on matching fields. In addition to the configuration options provided in the Vault Admin UI, developers can create custom logic to populate distribution group membership using the Vault Java SDK.

Learn more about configuring External Notifications in Vault Help.

Creating Custom Actions

Section link for Creating Custom Actions

A Create Distribution Group Membership action is a record action that uses interfaces from the externalnotification package, which is only available to QMS Vaults.

The externalnotification package includes:

• ExternalNotificationGroupMembershipService to retrieve and update distribution groups and their membership.
• ExternalNotificationMembershipReadOperation to provide error handling when retrieving the members of a distribution group.
• ExternalNotificationUpdateOperation to provide error handling when updating the members of a distribution group.
• ExternalNotificationMembership to retrieve all active distribution groups for a record.
• QualityDistributionGroupMembership to retrieve configuration details for a distribution group, and to retrieve and update the list of Person record IDs for the distribution group using an ExternalNotificationUpdateRequest.
• ExternalNotificationMembershipUpdateRequest.Builder to build an ExternalNotificationUpdateRequest.

The following example shows a record action that uses ExternalNotificationMembership to retrieve the current distribution groups and their membership. It then uses ExternalNotificationMembershipService to add two new members and remove a third from the distribution group.

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@RecordActionInfo(
    label="Update Existing Notification Membership",
    icon="generate__sys",
    usages={Usage.USER_ACTION}
)
public class UpdateExternalNotificationMembershipAction implements RecordAction {

    @Override
    public boolean isExecutable(RecordActionContext recordActionContext) {
        return true;
    }

    @Override
    public void execute(RecordActionContext recordActionContext) {
        for (Record record : recordActionContext.getRecords()) {
            String objectName = record.getObjectName();
            String recordId = record.getValue("id", ValueType.STRING);

            ExternalNotificationGroupMembershipService externalNotificationGroupMembershipService =
                ServiceLocator.locate(ExternalNotificationGroupMembershipService.class);

            externalNotificationGroupMembershipService.getExternalNotificationMembership(objectName, recordId)
                .onError(membershipReadError -> {
                    throw new RollbackException(
                        membershipReadError.getErrorType().toString(),
                        membershipReadError.getMessage()
                    );
                })
                .onSuccess(externalNotificationMembership -> {
                    Map<String, QualityDistributionGroupMembership> distributionGroupMembershipsByName =
                        externalNotificationMembership.getDistributionGroupMembershipsByName();

                    // Add Person 1 and Person 2, remove Person 3
                    QualityDistributionGroupMembership distributionGroupMembership1 =
                        distributionGroupMembershipsByName.get("dist_1__c");
                    if (distributionGroupMembership1 != null) {
                        Set<String> personIds = VaultCollections.newSet();
                        personIds.addAll(distributionGroupMembership1.getRecipients());
                        personIds.add("V0I000000001001"); // Person 1
                        personIds.add("V0I000000003004"); // Person 2
                        personIds.remove("V0I000000001004"); //Person 3
                        distributionGroupMembership1.setRecipients(personIds);
                    }


                    ExternalNotificationMembershipUpdateRequest membershipUpdateRequest =
                        externalNotificationGroupMembershipService.newExternalNotificationMembershipUpdateRequestBuilder()
                            .withDistributionGroupMemberships(distributionGroupMembershipsByName.values())
                            .build();

                    externalNotificationGroupMembershipService.updateExternalNotificationMembership(membershipUpdateRequest)

                        .rollbackOnErrors()
                        .execute();
                })
                .execute();
        }
    }
}

In most cases, you should include the logic to update distribution group membership within the execute() method of a record action. In cases where you want to reuse the same logic across multiple record actions, you can create a user-defined service with your distribution group logic. For example, you could call the same UDS in a user action and a user bulk action.

Once you have deployed your custom Create Distribution Group Membership action, it will be available to add to supported object lifecycles in the Vault Admin UI.