In ERP environments like Epicor®, speed and accuracy matter. But so does visibility. Missed updates, forgotten actions, and silent failures in business processes can slow down operations and lead to costly mistakes. That is where proactive user notifications via BPMs (Business Process Management directives) come into play.
At Epicforce Tech, we have worked with dozens of manufacturers, distributors, and service-driven companies to make Epicor® BPMs smarter. Not just reactive, but proactive. In this post, we will walk through five practical and effective tips to use Epicor® BPMs for user notifications that prevent problems before they happen.
These are not generic suggestions. They are based on real-world use cases where Epicforce Tech consultants helped businesses boost productivity, reduce errors, and improve process visibility using BPM alerts.
What Are BPM Notifications in Epicor®?
Before diving into the tips, let us clarify what we mean by notifications in BPMs.
Epicor® BPMs allow you to create business logic that executes on certain events, such as saving a record, changing a field, or completing a transaction. You can also use BPMs to notify users in real time through pop-up messages, alert logs, or even automated emails when important conditions are met or missed.
Proactive notifications are different from logs or reports. They help users make better decisions in the moment, before a mistake is committed or a deadline is missed.
Tip 1: Use Real-Time Pop-Up Messages for High-Risk Scenarios
Why it matters: Pop-up messages stop the user in their tracks. They are ideal when an action may lead to an error or when specific criteria must be acknowledged before proceeding.
How to apply:
- Use Method Directives for events like “Save” or “Update” on key forms such as Sales Orders, Purchase Orders, and Job Entry.
- Add a Message Box widget in your BPM that triggers under specific conditions. For example, part number is expired, due date is in the past, or the order exceeds credit limits.
- Keep messages short and clear. Instead of saying “Invalid data,” use:
“The selected part number is inactive. Please select a valid alternative before saving.”
Pro tip from Epicforce Tech:
Always include a condition to bypass pop-ups for users like Admins or Service Accounts. This prevents unnecessary interruptions in batch processing or automation.
Tip 2: Use BPM Emails for Follow-Ups and Task Assignments
Why it matters: Not every notification needs to be immediate. Some are better suited to asynchronous workflows such as reminders or task assignments.
How to apply:
- Use Email widgets in a Post-Processing BPM to notify specific roles or users.
- Examples include:
- Notify a manager when a quote over 50,000 dollars is submitted.
- Send a follow-up reminder if a Purchase Order is unapproved after 48 hours.
- Email a shipping coordinator when a Job is ready for release.
Setup checklist:
- Configure the SMTP server in Epicor® Admin Console.
- Make sure user records have valid email addresses.
- Use email templates with dynamic fields for clarity.
Pro tip from Epicforce Tech:
Send test emails in your Test Environment first. Incorrect logic in BPMs can flood inboxes. Use “Condition → MessageBox” in test mode to preview values before switching to production.
Tip 3: Use Informational Messages to Train and Guide Users
Why it matters: Epicor® BPMs can be used to teach as well as enforce. Informational pop-ups during certain transactions help new users understand what is happening and reduce reliance on supervisors or manuals.
Examples:
- When a user adds a discontinued product, pop up:
“Heads up: This part has been discontinued. Please check with purchasing before proceeding.” - When a user tries to ship an order with incomplete customer credit details:
“Credit check pending. Contact Finance if this is urgent.”
How to apply:
- Create In-Transaction Data Directives on tables like Part, OrderDtl, or Customer.
- Use Message Type set to Information so users can acknowledge and continue.
Pro tip from Epicforce Tech:
Combine informational messages with field validations to prevent mistakes without blocking user productivity.
Tip 4: Implement Scheduled BPMs to Trigger Time-Based Notifications
Why it matters: Not all business processes are tied to real-time transactions. Some require periodic reminders or reviews.
How to apply:
- Use the Epicor® Task Agent to run scheduled BPMs on a timer.
- Create a BAQ that checks for conditions such as open quotes older than 7 days or POs not received after 10 days.
- Use a Standard Data Directive with a Set Field or Email widget to send out reminders or flag records.
Use cases include:
- Daily email to sales reps listing open quotes nearing expiration
- Weekly report to purchasing of delayed vendor shipments
- Monthly reminder to review inactive customers
Pro tip from Epicforce Tech:
Scheduled BPMs can serve as lightweight automation for teams not ready to invest in full workflow engines or third-party tools.
Tip 5: Log All Notifications for Better Auditability
Why it matters: Proactive alerts lose value if there is no history of what was flagged, when, and for whom. Logging messages helps track patterns and prove compliance.
How to apply:
- Add a Write to UD Table action in your BPM after sending a notification.
- Use fields such as:
- Record ID
- Message Content
- Timestamp
- User ID
- BPM Source
- Alternatively, write to an internal Notification Log BAQ and create a dashboard to review historical messages.
Pro tip from Epicforce Tech:
This is especially useful in regulated industries such as pharmaceuticals, medical devices, and aerospace where audit trails are required.
Final Thoughts: Make Notifications Meaningful, Not Noisy
The goal of using BPMs for proactive notifications is not to overwhelm users. It is to empower them. When used wisely, notifications can:
- Prevent bad data entry
- Remind users of next steps
- Guide new team members
- Alert stakeholders of urgent actions
At Epicforce Tech, we help teams unlock the full potential of Epicor® BPMs to support smarter, faster decision-making. Whether you are optimizing user alerts, automating business processes, or building real-time feedback loops, our team ensures it is done without overcomplicating your ERP.
Ready to Make Epicor® Work Smarter?
If your ERP is slowing your team down instead of supporting them, it is time to talk.
Call Epicforce Tech at (888) 280-5585
Let us help you streamline your workflows with smarter BPMs, not more code.
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