System Options Actions Notifications page

These system options enable you to set the email notifications for the action assignees.

• Email notifications for action assignees - select to send email notifications to the next Location responsible for an Action.

  When this option is selected, each completion of an Action step generates a mail message to advise the officer responsible for the next step that they now have a task due. The mail message includes basic details of the task and due date. The options are:

  • Action is first assigned - Content Manager sends an email message to all responsible Locations when the Action is first attached. Not selected by default. Content Manager sends an email to each officer responsible in the Action/Procedure - for example, if a Procedure has ten Actions, Content Manager emails each officer when the Action is first assigned. Clear this option to prevent Content Manager from sending email messages to all officers in advance of the due date of the Action.

  • Action is ready to commence - select for Content Manager to send an email message to the responsible Location when the Action is ready to be started or has had its responsible officer changed. Selected by default.

  • Action has been reassigned - select for Content Manager to send an email message to the responsible Location when the Action has been reassigned.

  • Action has been undone - select for Content Manager to send an email message to the responsible Location when the Action has been undone.

  • Action is overdue - select for Content Manager to send an email message to the responsible Location when the Action passes its Due by date. Selected by default.

    NOTE: Content Manager sends an email message to the Responsible Location for an Action when that Action is completed by someone other than the listed responsible Location.

    • Send Action overdue reminder Email - select this option to send a reminder email to the Action assignee when the Action is overdue by the set reminder interval period.

    • Action overdue reminder interval (in Days) - type in the number of days an Action can be overdue before a reminder email is sent.

  • Action is completed - select for Content Manager to send an email message to the responsible Location when the Action has been completed.

  • Send assignees a reminder when action due date is within: - select for Content Manager to send email to the Action assignee to remind them to complete the Action. Set how long before the due time Content Manager should send the reminder.

  • Send assignees a reminder when action start date is within: - - select for Content Manager to send an email reminder to the Action assignee when an action start date is within the set time frame. Set how long before the start date Content Manager should send the reminder.

• Attach record action reference file to email notification - select this option to include a record action reference file on the email notification that is sent to the user.