Email Notifications By User Role

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Who Receives Notifications in PolicyStat

A key concept that applies to several notifications is the idea of policy ownership. Policy ownership applies to any person who is either the explicit Owner (Fig. 1), an Area Manager in this Area, or a PolicyStat Site Administrator.

author_area.png
Fig. 1


For more on who receives which email notifications and when the emails are sent, click each role below (or scroll down). 

A quick disclaimer that some terms may differ for your location, but the concepts are universal. The term Area may be referred to as Policy Area, Department, Category, or another term on your PolicyStat site.

user.png collaborator.png approver.png owner.png amanager.png siteAdmin.png 

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Notifications For Regular Users

Email Copy

When Is It Sent?
When a user viewing a policy clicks the Email Copy link and distributes the email via their email provider (e.g. - Outlook, Gmail) 

What does the notification mean?
You are provided a link to view and print a PDF version of the policy.

notificationEmailExample.png

For additional information:

Printer Friendly / Email Copy

 

Policies Requiring Your Action This Week

Default Email Notification Setting: ON

When Is It Sent? 
Weekly on Monday evenings

What does the notification mean?
This weekly report reminds you of any policies you have been assigned to read and acknowledge.

notificationEmailExample.png

For additional information:
Acknowledging a Policy


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Notifications for Collaborators

Collaboration Invite 

Default Email Notification Setting: ON

When Is It Sent?
Immediately after the comment is made

What does the notification mean?
You were invited to collaborate on a pending or draft policy.

notificationEmailExample.png

 

For additional information:
Inviting Collaborators to a Pending Policy

 

Collaboration Comment

Default Email Notification Setting: ON

When Is It Sent? 
Immediately after the comment is made

What does the notification mean?
A comment was made on a policy approval process that you are involved in.

notificationEmailExample.png

For additional information:
Adding Comments to a Pending Policy 

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Notifications For Owners, Approvers, and Area Managers*

*Area Managers (Create, Edit, and Manage permissions) receive the same notifications for policies under their Area as the owner does.  

Policies Requiring Your Approval 

Default Email Notification Setting: ON

When Is It Sent?
Immediately after the prior approver marks their approval.

What does the notification mean?
A policy has been sent through an approval process and requires your review.

notificationEmailExample.png

For additional information:
Approve a Pending Policy

 

Policies Requiring Your Action This Week

Default Email Notification Setting: ON

When Is It Sent? 
Weekly on Monday evenings

What does the notification mean?
This weekly report reminds you of any policies requiring your approval and any policies you've been assigned to read and acknowledge.

notificationEmailExample.png

For additional information:
Acknowledging a Policy
Approve a Pending Policy

 

Scheduled Policy

Default Email Notification Setting: ON

When Is It Sent?
Daily

What does the notification mean?
You will receive this email if any documents that you are an educator or owner of are scheduled to become effective in 5 days.

notificationEmailExample.png

For additional information:
Scheduled Effective Date

 

Pending Policy Scheduled to Become Active

Default Email Notification Setting: ON

When Is It Sent?
Daily

What does the notification mean?
You will receive this email on documents still pending approval that are scheduled to become effective in 5 days.

notificationEmailExample.png

 

For additional information:
Scheduled Effective Date

 

Policy Completed Approval, Now Active 

Default Email Notification Setting: ON

When Is It Sent?
Immediately after the final approver marks their approval.

What does the notification mean?
A policy you own (or manage as part of your Area) has been approved and is active.

notificationEmailExample.png

 

For additional information:
Approval Workflows

 

Policy Retired 

Default Email Notification Setting: OFF

When Is It Sent?
Immediately after the policy has been retired.

What does the notification mean?
A policy you own (or manage as part of your Area) has been retired.

notificationEmailExample.png

 

For additional information:
Retire a Policy

 

Review Set Creation 

Default Email Notification Setting: ON

When Is It Sent?
Immediately after the review set has been created.

What does the notification mean?
A committee review set is created that requires your participation.

notificationEmailExample.png

 

Policies Requiring Your Action This Week

Default Email Notification Setting: ON

When Is It Sent? 
Weekly on Monday evenings

What does the notification mean?
This weekly report reminds you of any policies requiring your approval and any policies you've been assigned to read and acknowledge.

notificationEmailExample.png

 

For additional information:
Acknowledging a Policy
Approve a Pending Policy

 

Managed Acknowledgments Report 

Default Email Notification Setting: OFF

When Is It Sent? 
Weekly on Monday evenings

What does the notification mean?
Policies that you control (own or manage) have been assigned to users for acknowledgment and those acknowledgments have not yet been completed.

notificationEmailExample.png

 

For additional information:
View Existing Acknowledgments

Incomplete Acknowledgment Notifications

 

Expiring Policies Report 

Default Email Notification Setting: ON

When Is It Sent? 
First Monday of each month

What does the notification mean?
You receive this email if any policies that you own are up for review within the next 90 days and have not yet been started through an Approval Workflow. 

notificationEmailExample.png

 

For additional information:
Policies Due for Review Report
Create a New Version (and start a Review)
Bulk Start Review
Approval Workflows 

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Notifications For Site Administrators

Inactive Users Still Have Responsibilities 

Default Email Notification Setting: ON

When Is It Sent? 
First Monday of each month

What does the notification mean?
This monthly email alerts Site Administrators that there are users who have been marked as inactive that still have responsibilities within PolicyStat. These users should have their responsibilities transferred to someone else.

notificationEmailExample.png

 

For additional information:
Transfer User Responsibilities

 

New Users Created This Week 

Default Email Notification Setting: ON

When Is It Sent? 
First Monday of each month

What does the notification mean?
Want to stay up to date on user account created at your sites? this notification goes out to Site Administrators if there were new user accounts created on their sites in the previous week.

notificationEmailExample.png

 

For additional information: 
Create a New User (Non-Active Directory/Single Sign-On)

 

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This article applies to the following user roles:

user.png owner.png collaborator.png approver.png  amanager.png siteAdmin.png

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