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1. Overview |
This settings page will let you configure notifications to be sent out for compliance register types, upon various trigger criteria, according to a selected notification template, to various recipients, users, user roles or additional recipients. Notifications can be based on a trigger type if required. Further, create custom notifications for compliance objects, with custom trigger criteria, using custom trigger criteria configuration equations.
To create a new notification:
STEP 1: Click the New button at the top-right corner of the page.
STEP 2: Enter relevant details. The following fields will be available:
Field | Type | Description | Mandatory/ Optional | ||
|---|---|---|---|---|---|
Notification Name | Text | Define a name for the notification. Name should be unique. | Mandatory | ||
Notification Type | Dropdown | A dropdown including types: Compliance, Review, Action, Entity Alert, Custom.
| Mandatory | ||
Type | Dropdown | This dropdown will be displayed only for the Custom notification type. | Mandatory | ||
Object | Dropdown | This dropdown will be displayed only for the Custom notification type. And based on the selected custom type, the object list will vary. | Mandatory | ||
Trigger Criteria | Dropdown | List of all trigger criteria available for the selected email type. Refer below for more information. | Mandatory | ||
Notification Template | Dropdown | Lists all notification templates created via Compliance Settings > Notification Templates filtered by the e-mail type. | Mandatory | ||
Notification Recipient/s | Dropdown | Allow selecting recipients via their role within the compliance. Recipient list will differ according to type selected. Options available will be:
| Optional | ||
User/s | Dropdown
| Multi select dropdown of staff. This will allow to select a set of users to receive notifications upon selected trigger.
| Optional | ||
Additional Recipient/s | Text | Enter recipients to receive this notification in addition to the users and user roles above. Enter individual recipients in the manner shown below separated by a comma.
| Optional | ||
Active | Checkbox | Tick this checkbox to mark this notification as active, and deselect to mark it as inactive. | Mandatory | ||
Trigger Type | Dropdown | Select when the trigger will be executed from the following options:
| Mandatory |
2. Trigger Criteria |
The following trigger criteria will be available for each notification type.
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Note: Service based email notifications will be triggered, only if one of the below trigger criteria is met and if the Compliance record is still in an 'Open' state. If not, email notifications will not be sent out to recipients. |
2.1 Compliance
New Compliance created – When a new compliance is created a notification is triggered.
Compliance Requirement Assigned to a User – When a Compliance requirement is assigned to a user as a responsible person a notification is triggered.
According to Compliance Priority – Notification triggered according to the compliance priority. Priorities to trigger this notification can be specified.
According to Compliance Severity – Notification triggered according to the compliance severity. Severities to trigger this notification can be specified.
According to Compliance Type – Notification triggered according to the compliance type. Types to trigger this notification can be specified.
Compliance Requirement Deleted – When a Compliance requirement is deleted a notification is triggered.
Custom Trigger Criteria – Refer Custom Trigger Criteria Configuration title below for more details.
Alert Submitted – Notification triggered when a compliance is submitted.
2.2 Review
According To Compliance Review Frequency – Notification triggered on the review due date (Next Review Date). If you select this trigger, you may select if consolidated emails are required or not by ticking the 'Send Consolidated Emails' checkbox, and add details to continue this trigger for a specified number or times by selecting from the 'Continue to remind every' section, on a recurring (daily, weekly, monthly, quarterly, yearly) basis, for a specified number of days before/after the review due date.
2.3 Action
Action Created – When an action is created and saved a notification is triggered.
Action Due Date – When an action due date is created and saved, a notification is triggered.
Action Status Changed – When an action status is changed and saved, a notification is triggered.
Action Assigned to User – When an action is assigned to a staff.
According to Action Status – When an action is in a selected 'Action Status' (in progress, completed, deferred, ongoing), a notification is triggered.
Action Review Date – When an action is due/overdue, review notifications will be triggered, based on the new 'next review date'. (See section Periodic Reviews for Compliance Actions under Action in aritcle Compliance Management.)
2.4 Entity Alert
Alert Submitted – Notification triggered when an entity alert is submitted.
2.5 Custom
Administrators will be able to define any custom notification rule based on the compliance type and the object. The only available trigger criteria will be ‘Custom’ where the trigger criteria can be defined using any single/multi select dropdown list value from the ‘Custom Trigger Criteria configurations’ area.
Custom trigger criteria – Refer Custom Trigger Criteria Configuration title below for more details.
2.5.1 Custom Trigger Criteria Configuration
A custom trigger criteria can be set for notifications to be triggered using this 'Trigger Criteria Type' for the following Notification Types: incident, investigation, resolution, close, risk, and submission. Custom trigger criteria for all these notification types will be set in the same manner.
The following configurations will be available to be set using the above custom trigger criteria builder.
Field | Description | ||
|---|---|---|---|
Select field | Select the object from the dropdown to which you wish to set the custom trigger for. Expand the object by clicking on the + icon to list all its fields under each object. Once you select the field, it will add it on to the criteria builder area. | ||
Values | If the above selected field has several values assigned to it (e.g. in a dropdown), this will list under the values dropdown. These values can be used with the EQUAL or NOT EQUAL operators to use in your customised function. | ||
Operators | AND – Use this operator to denote that whatever follows this, will have to be fulfilled too, in order to trigger the notification. {CHANGE.objectname.fieldname} for this to function correctly.
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STEP 3: Click on the Save button at the top-right corner of the window to save your settings.
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