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.

Figure 1.1

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

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. Note: Based on the selected notification type, the Trigger Criteria, Notification Template, and Notification Recipient options will vary.	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: Compliance – Compliance creator, Compliance responsible officer, Reporting officer of compliance responsible officer. Review – Compliance creator, Compliance responsible officer, Reporting officer of compliance responsible officer. Action – Compliance creator, Compliance responsible officer, Action responsible officer, Reporting officer of compliance responsible officer, Reporting officer of action responsible officer. Entity Alert – Entity creator, Entity responsible officer, Reporting officer of entity responsible officer. Custom – Compliance creator, Compliance responsible officer.	Optional
User/s	Dropdown	Multi select dropdown of staff. This will allow to select a set of users to receive notifications upon selected trigger. Note: If the user does not have permission to view the object, they will not be able to view the object, but will get a notification.	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. To notify a user who is selected against a field in an object {{<Object Name>.<Field Name>}} notation should be used. To notify an external party need the external email ID/s and Phone number/s (E.g.: +XXXXXXXXXX) should be entered.	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: On save – selecting this option will execute the trigger when the user makes a change and clicks the Save button. On auto save – selecting this option will execute the trigger when the Auto Save setting (under Miscellaneous Settings) is turned ON. When the auto save cycle runs in the background, if there has been any new changes in an incident record which requires an email to trigger, it will execute. Open – selecting this option will execute the trigger for API based notifications; where an API based dropdown can be configured using API notifications. The system will send an API request when the dropdown is set to 'Open' and then receive an API notification with the data values to populate the dropdown. This has nothing to do with email or SMS notifications.	Mandatory

2. Trigger Criteria

The following trigger criteria will be available for each notification type.

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.

Figure 2.2.1

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

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.
Example:
In the screenshot, in line 1, the object > Case Details + the field > Investigation Status has been selected in the first line.
You may then use the operators as explained below, and build the function you wish, to create your customised trigger.

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.
Example:
In the screenshot, in line 1, the object > Case Details + the field > Investigation Status has been selected and the EQUAL operator has been selected, and the Value dropdown has been selected as 'Not Started'.

Operators

AND – Use this operator to denote that whatever follows this, will have to be fulfilled too, in order to trigger the notification.
OR – Use this operator to denote that whatever criteria mentioned before this or after this requires to be fulfilled, in order to trigger the notification.
EQUAL – Use this operator to add an = sign to trigger a notification if it equates the field to a selected value.
NOT EQUAL – Use this operator to add a != sign to trigger a notification if it does not equate the field to a selected value.
( ) – Use these bracket operators to group several functions when using multiple trigger criteria.
CHANGE – Use this operator when you want to trigger a notification whenever a field is changed to any value (unlike in EQUAL and NOT EQUAL, where it will trigger only when equal/not equal to a specified value). The 'Change' syntax should be written as follows:

{CHANGE.objectname.fieldname} for this to function correctly.

STEP 3: Click on the Save button at the top-right corner of the window to save your settings.

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Compliance Settings – Notifications Settings