Email Notification

E-mail notifications can be sent for a variety of reasons including general notices, recommendation dues and recommendation completion. For the e-mail notifications to work, staff e-mail addresses must be included in the ‘Staff’ area in the Framework section.

E-mails are not sent immediately upon saving the Audit record, they are queued and sent at specific intervals as per the system 'Email Service Configuration'.

To configure an automated email notification, follow the below given steps.

STEP 1: Go to Audit Settings > Email Notifications

STEP 2: Click 'New' to open the 'Audit Email Template Details' screen.

STEP 3: Select the email type from the dropdown list. By default, there are five standard email templates available in the system which can be selected via the dropdown list according to requirement. These options are;

1 Recommendations assigned to a responsible person

2 Recommendations completed by responsible person

3 Recommendations (audit actions) due for completion

4 Overdue Recommendations

Depending on the email type, the interface may slightly change. For instance, the 'Send Every' control is only available for 'Overdue Recommendations' template.

STEP 4: Select the frequency from the 'Send Every' dropdown list (Applicable only for 'Overdue Recommendations' template).

STEP 5: Enter a suitable subject line and email body.

STEP 6: Define a value in 'Number of Days' field to specify when a reminder email notification is sent to its intended recipients that the final date for implementing audit recommendations is due. (Applicable only for 'Recommendations (audit actions) due for completion' template.)

STEP 7: Set the current audit email as active or inactive by ticking the check box. When the check box is ticked, the email template is active. When the check box is un-ticked, the email template is Inactive. Emails are generated only from active templates.

STEP 8: After setting up an email template, save it by clicking the Save icon.

The e-mails configured in this section are generated based on the information entered in the Recommendation screen.

Last revised: December 01, 2015