Clean up stuck notifications in Sparkrock 365

Information  

• Products:  Sparkrock 365 
• Summary: How to delete old notifications that are stuck in Sparkrock 365 and correctly configure their setup

Details  

During the use of Sparkrock 365 and mySparkrock, email notifications are sent regularly for multiple events like document approvals, absence requests and more. These notifications can get stuck and not be sent due to different problems as Email Server outages or misconfigurations.
When the user triggers a new notification, the system will try to send the old ones first and if the issue is not solved yet it will cause another error and the accumulation of emails.

Resolution

To ensure our system runs clean, we need to follow these best practices if possible with a SUPER User:

1. Under Approval User Setup, we want to verify all Sparkrock 365 Users are listed and have their email address populated
2. On the Job Queue Entries page, there should be one entry for Object ID 1509 with a configuration as below, please note the Earliest Start Date/Time should be in the future so this task does not run constantly
   
    
3. On the same page, we need another entry for Object ID 23022111 with different parameters. Remember that you have to Set on Hold the entries to edit and then set them back to Ready.
   
   
    
4. After we have set up or verified those three configurations, we will create a new Configuration Package to remove the old notifications. We recommend you revisit our Configuration Packages guide if you are not familiar with their user. The Config Pack should have a configuration like the following, Object ID 1511 and the Delete Table Records Before Processing checkbox enabled
   
5. We will then click on Excel > Export to Excel and open the xlsx file
6. With the Excel file open, we will delete all rows from number 4 except for the last one. We should be left with something like this:
    
7. Save the file, go back to Sparkrock 365 and import it with Excel > Import from Excel
8. On the pop-up screen select Import at the top and then Functions > Apply Data
   
   
    
9. At the pop-up message select Yes and a confirmation message like this should appear.
   

Once you completed all these steps, if you navigate to Notification Entries only a couple of records or less should appear and the email notifications will start working as expected. We recommend you test steps 4-9 in a sandbox first to get familiarized with the process. 

Impact / Risks  
Although the use of Configuration Packages contains risks of modifying another table, we can asure this will not happen if we create a new Configuration Package as mentioned in step 4 and not use an existing one.


Workaround  
Not applicable 


Related Information  
Using Configuration Packages to export and import data in Sparkrock 365 · Customer Self-Service (sparkrock.com)


Update History  
The following are the dates and actions pertinent to the history of this issue. 
 

Date	Details	Link
10/31/2023	The first version of this Knowledge Base article was created.