Access Notifications

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NOTIFICATIONS

Lucidity Access: Notifications Overview

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.

Email Address

In order to receive email notifications all users must have a valid notification email address in their user profile. Refer to the Users page within this user guide for more details.

If your users have issues receiving their emails, visit the FAQ section in 'My Emails User Guide'

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

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
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	Issue has been closed	Person creating the issue
Incident	Standard	Issue has been rejected at close out	Responsible Manager
InForm	Standard	Existing form record is assigned to a new Respondent	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	Optional	30 days prior to contractor document expiry date	Contractor Manager
Contractor	Optional	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 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
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

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:

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 profile 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
The notification will open and display:
1. The module or application the notification has been sent from
2. The text included in the notification, typically including:
  1. Date of issue
  2. Division
  3. Project
  4. Link to the specific system section
  5. Information message about the purpose of the notification i.e. 'You are the Closeout Manager' etc
3. The notification set it relates to (note this is useful when discussing notifications with Lucidity)
4. The user or recipient
5. The read status - either UNREAD or READ
Click 'Cancel' to return to the notification page

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.

Scheduled Reports

It 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

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