E-mail Notifications

E-mail notification area will allow the administrator to configure the e-mails to be sent upon various trigger events.

To create a new e-mail notification;

Step 1: Click on the plus icon

Step 2: Enter relevant details. Following fields will be available.

Field	Type	Description	Mandatory/ Optional
Notification Name	Text	Define a name for the notification. Name should be unique.	Mandatory
Email Type	Dropdown	A dropdown including types; general, incident, investigation, action, resolution, closure, signoff.	Mandatory
Email Template	Dropdown	Lists all e-mail templates created via incident settings> E-mail templates filtered by the e-mail type.	Mandatory
Trigger criteria	Dropdown	List of all trigger criteria available for the selected email type. Refer below for more information	Mandatory
Notification recipient	Dropdown	Allow selecting recipients via their role within the incident. Recipient list will differ according to type selected. Options available will be; Incident – Incident creator, incident responsible person Investigation – Primary investigator, secondary investigators Action – Action responsible officer Resolution – Resolved by Close – Closed by Signoff – Signoff authority, signoff submitter	Optional
Users	Dropdown	Multi select dropdown of staff. This will allow to select a set of users to receive notifications upon selected trigger	Optional
User role	Dropdown	Dropdown of all user roles created via incident settings> user roles. Selecting a user role will send a notification to all users who are assigned to the user role.	Optional
Active	Tick box	Whether the notification is active or inactive	N/A

Following trigger criteria will be available for each e-mail type.

1. General – none

2. Incident-

a. New incident created – When a new incident is created an e-mail is triggered.

b. Incident assigned a workflow – When an incident is assigned a type and saved an e-mail is triggered.

c. Incident assigned to user – When an incident is assigned to a user as a responsible person an e-mail is triggered.

3. Investigation

a. Investigation assigned to user – When an incident is assigned to primary/ secondary investigators and saved an e-mail is triggered.

b. Investigation Pending – On the day specified as investigation due an e-mail is triggered.

c. Investigation Started – When the investigation status is changed to in-progress and saved an e-mail is triggered.

d. Investigation completed - When the investigation status is changed completed and saved an e-mail is triggered.

4. Action

a. Action created – When an action is created and saved an e-mail is triggered.

b. Action Start date – On the date specified as the start date of the action an e-mail is triggered.

c. Action end date– On the date specified as the end date of the action an e-mail is triggered.

d. Action update due - Monthly an update due e-mail is triggered for actions that are not completed and progress not updated.

5. Resolution

a. Incident resolved – An email triggered when an incident is marked as resolved and saved.

6. Close

a. Incident closed - An email triggered when an incident is marked as closed and saved.

7. Signoff

a. Phase submitted for signoff – When an incident object is submitted for signoff an e-mail is triggered.

b. Phase approved – When an incident object is approved an e-mail is triggered.

c. Phase declined– When an incident object is declined an e-mail is triggered.

Last revised: September 23, 2018