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NOTIFICATIONS
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Video: Notifications Overview |
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Each module in Lucidity may have a series of automated notifications that are delivered in response to certain actions within the system. Notifications will be sent from Lucidity to an end users email address based on select criteria, such as when an action is assigned to a user or when a user is assigned the responsible manager role in an Incident and so on. These are typically part of automated system work flows and are useful to ensure end users are notified when they have certain tasks to complete in the system.
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Email Address In order to receive email notifications all users must have a valid notification email address in their user account. Refer to the Userspage within this user guide for more details. If issues are experienced in receiving notifications from the system, check the FAQs in the My Emails user guide for more details. |
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From the Notifications page, administrators can:
View all previously sent notifications including content, recipient, date sent and read status
Generate reports on notifications sent from the system
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Managing Notifications Lucidity will generally manage all system notifications, please contact Lucidity Support for assistance. |
Standard Lucidity Notifications
Standard system notifications are typically established for all modules as part of the implementation process. The standard list of notifications is as follows:
Module | Availability | Trigger | Recipient |
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Incident | Standard | Issue has been created | Responsible Manager |
Incident | Standard | Issue has been created | Close Out Manager |
Incident | Standard | Issue is awaiting closeout (all actions closed, status = complete) | Close Out Manager |
Incident | Standard | When the responsible manager is updated at any point of the Incident life cycle | Responsible Manger |
Incident | Standard | When the Close-out manager is updated at any point of the Incident life cycle | Close Out Manager |
Incident | Standard | Issue has been closed | Person creating the issue |
Incident | Standard | Issue has been rejected (reinstated to Draft) after the close out | Responsible Manager |
Incident | Standard | Issue has been rejected (reinstated to Draft) after the close out | Close Out Manager |
Incident | Standard | Issue has been rejected at close out | Responsible Manager |
InForm | Standard | Existing form record is assigned to a new Respondent or Approver (all forms) | Respondent |
InForm | Standard | New public form is submitted and has an approval element | New Respondent |
Competency | Standard | On the day, when the training record expires (for each record) | Learner |
Competency | Standard | 30 days prior to training record expiry date (for each record) | Learner |
Contractor | Standard | 30 days prior to contractor document expiry date | Contractor Representative |
Contractor |
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Standard | 30 days prior to contractor document expiry date | Contractor Manager |
Contractor |
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Standard | 1 days prior to contractor document expiry date | Contractor Representative | |
Contractor | Standard | 0 days prior to contractor document expiry date | Contractor Representative |
Contractor | Standard | Contractor is required to submit a document | Contractor Representative |
Contractor | Standard | Contractor has submitted a required document for approval | Contractor Manager |
Contractor | Standard | The submitted contractor document has been approved | Contractor Representative |
Contractor | Standard | Submitted document has been rejected and requires re-submission | Contractor Representative |
Actions | Standard | New action is saved | Actionee |
Actions | Standard | Existing action is assigned to a new Actionee | Actionee |
Actions | Standard | Action is reopened | Actionee |
Actions | Standard | Action due in 7 days | Actionee |
Actions | Standard | Action due tomorrow | Actionee |
Actions | Standard | Action 1 day overdue | Actionee |
Actions | Standard | Action 3 days overdue | Actionee |
Actions | Standard | Action 5 days overdue (escalation to Line Manager) | Actionee's Line Manager |
Induction | Standard | 30 days prior to course expiry date | Self-Registered Learner |
Induction | Standard | On day of course expiry | Self-Registered Learner |
Induction | Standard | On completion of successful induction | Self-Registered Learner |
Permit to Work | Standard | A permit has been submitted | Permit Approver |
Permit to Work | Standard | A permit has been approved |
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Permit Approver | |||
Permit to Work | Standard | A permit has been started | Permit Approver |
Permit to Work | Standard | A permit has been finished | Permit Approver |
Permit to Work | Standard | A permit has been closed | Permit Approver |
Permit to Work | Standard | A permit has been Rejected | Permit Manager |
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Editing Notifications Please note, support requests associated with notifications may incur additional charges. Each query will be evaluated independently and clients made aware of any potential charges prior to any work being completed. |
The below shows an example of how a notification for an action may look:
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Notification Scoping All notifications are "scoped" by default. This means they are only sent in association with records, forms, issues etc which the user has permissions to view. For example, if its desirable to only have a manager receive notifications for Incident issues that are allocated to their business unit, then scoping that manager to only see issues for their business unit will automatically scope the notifications at the same time. This can be managed via the individual user account in Lucidity Access. |
View Notifications
To view previously sent notifications, from the Notifications page:
Use filters to locate the particular person or date sent
Click 'View' to the right-hand side of the required notification
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The notification will open and display:
The module or application the notification has been sent from
The text included in the notification, typically including:
Date of issue
Division
Project
Link to the specific system section
Information message about the purpose of the notification i.e. 'You are the Closeout Manager' etc
The notification set it relates to (note this is useful when discussing notifications with Lucidity)
The user or recipient
The read status - either UNREAD or READ
Click 'Cancel' to return to the notification page
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Notifications and User Groups
If groups of users are required to be a recipient to the same notification (for a particular form and incident category for example) this can be managed via user groups.
The initial notification must be created by Lucidity. From then, administrators can manage the recipients of the notification via the linked user group.
For more information on how to create and manager user groups, refer to the User Group page within this user guide.
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Scheduled ReportsIt is important to note that scheduled reports via the My Emails feature can also be utilised to notify users of additional information as required and are often a better option to avoid unnecessary spamming. It also allows for a collation and summary of data rather than a single notification per item. Refer to the My Emails user guide for more information. |
Reporting from the Notifications Page
An Excel list report is available from the Contractors page. Reports will reflect filtered search options as displayed on the lower half of the Contractors page.
To generate a report, from the Contractors page:
Use filters to locate the notifications as required
All results will be displayed at the bottom of the screen
Click 'Excel Export' to generate this report into Excel
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Mobile Alerts Users that receive mobile notifications for emails may receive alerts during the night. This is outside of Lucidity's control and is controlled by each user's personal device settings. Using the 'Do Not Disturb' mode is an additional option to using the silent mode. iOS: Do Not Disturb mode Android: Do Not Disturb mode |