Notifications and Digest

Setting Up Notifications

Within the platform, you can:

• Define notification preferences at the project and site level, for the following sections: PPE, training, appointments, maintenance, procedures, and health surveillance;

• Specify who will receive the notifications;

• Set the notification delivery interval.

Quick Overview of Notifications

Sending is triggered by:

• Associating a user with a role/action (Recipient, Assigned, Observer, Responsible).

Receiving:

• Follows default parameters available in Administration → Configuration → Notifications;

• Does not require customization to be active;

• Can be customized via notification preferences (Administration → Configuration → Notifications).

Customization is:

• Optional

• Project-specific

• Defines how notifications are received (not how they’re sent)

Caution

Notifications reflect a user’s function in relation to an action (e.g., Training Observer), not their project role (e.g., Site Manager).

All USERS who are RECIPIENTS, RESPONSIBLES, ASSIGNEES and/or OBSERVERS of an ACTION WILL RECEIVE notifications based on default settings.

How to Enable Notification Sending

1. Add the person to the project under the People menu (e.g., Alessandra Torricelli)

2. Add the user in the Permissions menu and assign them a valid project role (not “n/a”) (e.g., Figure 1: Alessandra Torricelli, project admin.)

3. Assign a role to the person (or HSE role) in the action settings as Responsible, Observer, or Assignee. All individuals listed in each action are automatically Recipients. (e.g., Figure 2: Alessandra Torricelli is Responsible and Observer for all Maintenance actions in the project)

You can assign roles to specific actions. For example: User Simone De Luca is only Responsible for the “Fire Extinguisher Periodic Inspection” maintenance task at the Rome site. After adding him to the project and linking to a Person entry, you can assign him the Responsible role for that specific action through the action’s Details section:

Notification Preferences:

Notifications are determined by:

• Section: The context or type of action (e.g., Training, Appointment)

• Event: Either the due date of the latest valid record or the scheduled date of the next event

• Role: The user’s function in relation to the action (Responsible, Observer, Assignee, Recipient). All enrolled users are Recipients.

• Interval: The time span used for scheduling

• When: Days in advance or delay with respect to the interval

Note

You can configure notification preferences via the project administration menu: Configuration → Notifications.

Setting Up the Digest

The digest is a summary of upcoming and overdue activities sent via email.

In the “Digest Preferences” section of the user menu, you can:

• Configure personal digest settings for the following sections: PPE, training, appointments, maintenance, procedures, and health surveillance;

• Set the delivery interval for notifications;

• Choose the digest type (daily, weekly, monthly) and the exact delivery day.

Basic Configuration

The basic configuration allows users to receive a summary of upcoming and overdue activities on a weekly or monthly basis, with the option to select the preferred delivery day.

For more detailed control over digest content, you can switch to advanced configuration.

Advanced Configuration

Advanced configuration allows fine-grained customization of the digest. You can specify:

• Frequency: Monthly, weekly, or daily;

• Specific day: The day of the month/week to receive the digest;

• Event type: Expiring or scheduled actions;

• Action type: The kind of action to track;

• When: The timeframe in which to search for due or scheduled actions to include;

• Example: You want to receive a monthly digest on the 10th with all training actions expiring in the next 60 days. Here’s how the form would be filled out: