Manage your monitoring options

This article explains how district administrators can configure file monitoring, automated message monitoring, and import monitoring email notifications in Messages XR Enterprise to stay alerted to data or delivery issues.

💡Quick answers

What are the three monitoring options in Messages XR Enterprise? File monitoring watches for late data files, automated message monitoring detects messages sending fewer than expected, and import monitoring emails alert you when an import encounters errors.
Setting up an alert when a data file hasn't arrived by a specific time? Navigate to Settings > Global Settings > File Monitoring, click the file you want to monitor, set the Monitor Time and days of the week, and add email addresses to notify.
Can multiple people receive file monitoring alerts? Yes, enter multiple email addresses in the Monitor Emails field to notify everyone who should be alerted when a file is late.
Where do I configure automated message monitoring alerts? Once automated messages are set up by Finalsite support, configure monitoring notifications from within the automated messages settings area.
Where do I add an email address for import error notifications? Go to Settings > Organization config tab and enter the email address in the Import Monitoring Email field - only one address can be entered per organization.

Option #1: File monitoring

Navigate to Settings > Global settings > File monitoring. To get started with managing the monitoring options in your Messages XR Enterprise platform, click Settings in left navigation and then click on the Global settings tab.

Once inside Global settings, scroll down to the File Monitoring option.

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File Monitoring overview

Inside File monitoring, you'll see a list of the files that are exist in your Messages XR Enterprise platform.
In the Monitoring column, check the status to see if the system is already monitoring, or "keeping an eye on" this particular file.

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Set message triggers for late data

Here's how to configure the File monitoring area to send you notifications when certain data is late:

Click None to configure a file to be monitored. The File Monitoring window will open up.

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- Monitor Time: Set the time when the notification will be sent if the file has not been received.
  - For example, if you normally receive the student user accounts by 4:00 AM, you can set a notification to contact you by 5:00 AM if the file has not been received.
- Days of the Week: Select the days on which this file should be received.
- Monitor Emails: Enter email addresses for those individuals who should be contacted if files are not received by the time.
Select Done when finished.
Once configured, instead of None in the Monitoring column, you'll see the time and date when triggers will be sent out if criteria isn't met, as well as the email address in the Notify Emails column.

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Option #2: Automated messages monitoring

Once Finalsite support or the data team have set up your automated messages options, you can then configure notifications to help manage automated message triggers.

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This will open the Automated Message Monitoring window.

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Automated messages monitoring overview

Automated messages can be sent out to notify recipients in an automated manner, used most often for attendance issues or grade levels and based on the files uploaded to the system.
When the number of automated messages sent isn't as expected, you can send yourself or someone else a notification to investigate any issues.
In the Automated Message Monitoring window, you'll see a list of all of your automated messages that exist in the Automated messages area.

Set message triggers for late automated message sending

Click None to configure a file to be monitored. The Message Monitoring window will open up.
Configure the settings for each automated message.

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- Monitor Time: Set the time when the notification will be sent if the other criteria are not met.
- Days of the Week: Select the days on which this file should be received.
- Number of messages: Enter a number of messages that must be met. At any point when the actual number of sent messages is below or less than the entered number, a trigger email will be sent out to warn those who are monitoring this message.
- Monitor Emails: Enter email addresses for those individuals who should be contacted if files are not received by the time.
- Select Done when finished.
- Once configured, instead of None in the Monitoring column, you'll see the time and date when triggers will be sent out if criteria isn't met, as well as the email address in the Notify Emails column.

automated message monitoring set configuration.png

Option #3: Import monitoring email

Import email monitoring provides an additional level of transparency when a file is received but isn't successfully imported.
When more than 10% of the records in an import fail, an email is sent to the designated user.
The email contains information that helps streamline any support requests and determine the root cause of the issues faster.

Set your Import Monitoring Email field

Navigate to Settings > Organization config > and scroll to find the Import Monitoring Email field.
Enter the email address of the person.

Important Notes on Import Monitoring Email

Only one email address is allowed in this field.
If the import is at a child school or institution ends up failing and there has been no import monitoring email set, the email will be sent to the parent institution's import monitoring email address.