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Lucidity Access User Guide CURRENT
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NOTIFICATIONS
Lucidity Access: Module Overview coming soon!
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.
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 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 | 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 | Learner |
| Induction | Standard | On day of course expiry | 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
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:
- 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
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
