Who is this article for?

Full users who want guidance on the workflow notifications in Assurance.

Administration access is required to update workflow notifications.

Notifications are an integral part of moving forms through the workflow stages in a register template. They serve the purpose of notifying approvers of their role to approve a form moving through to the next stage. This article provides an overview of the workflow notifications in Assurance.

1. Automated Notifications

1.1. Approval Notifications

Assurance automatically notifies the responsible person and approvers of a form, keeping them updated with any changes through the approval workflow. The following notifications are automatically sent by Assurance:

1. Registers & Forms assigned: Sent to a user when they are assigned as the Person Responsible for a form.
2. Registers & Forms approval requested: Sent to an approver when a form has been requested for approval.
3. Register & Form approved: Sent to a Person Responsible when a form has been approved.
4. Registers & Forms rejected: Sent to a Person Responsible when a form has been rejected.
5. Registers & Forms closed: Sent to a Person Responsible when a form has been closed.

What automated notifications are sent by Assurance?

In a typical three stage workflow with the Public Link Notifications switched on, the following automated notifications may be sent out:

1. Upon submission: the Approvers listed in the first stage of the workflow will be notified requesting their approval to move the move to the next stage. They will be automatically set as the Person Responsible for that form (if submitted via a Public Link).
2. Upon assignment: the Person Responsible will be immediately notified that they have been assigned a form or when the Person Responsible has been updated.
3. Upon first approval: the Approvers listed in the second stage of the workflow will be notified requesting their approval to move the form to the next stage. Once approved, the Person(s) Responsible will be notified that the form has reached the second stage.
4. Upon second approval: the Approvers listed in the third stage of the workflow will be notified requesting their approval to close the form.
5. Upon rejection: if at any stage, the Approvers has rejected a request to move the form to the next stage, the Person Responsible will be immediately notified that the form has been rejected to move to the next stage.
6. Upon closure: the Person Responsible will be immediately notified that the form has been closed.

1.2. Reminder Notifications

If the default End Date field has been added to the register template, the Person Responsible may be notified before and after the date entered in this field. To learn more about changing the End Date, refer to our help article on Changing End Date notifications on a form in Assurance.

2. Additional Notification Options

2.1. Custom Notifications

Assurance enables Administrators to create custom notifications, which can be sent out conditionally based on workflow stages, answers to certain fields or the closure of Forms etc to selected users. To learn more about creating custom notifications in a register template, refer to our help article on Managing conditional notifications for registers and forms in Assurance.

2.2. Public Link Notifications

There is an option to switch off the notifications for Approvers in the first stage of the workflow so that when the form is submitted, the Approvers in the first stage of the workflow will not be notified. To switch off this notification, follow these steps:

1. Select on the Administration cog icon from the navigation menu and select Registers & Forms Templates.

2. Select on the Name of your Template.

3. Switch to the Public Link tab.

4. Scroll down the Public Link Notifications section to find the Send Email Notification to Approvers & Person Responsible option.

5. Hover your mouse over the Yes or No answer. This will reveal a pencil icon next to the selected answer.

6. Select the pencil icon, then select No from the dropdown menu.

7. Select the blue tick button to save these changes.

Please note
This option does not switch off notifications for other workflow stages. It only switches off notifications for first stage Approver(s).