Document Notifications

NOTE: Our signature notifications now includes document notifications for users who are assigned as a workflow step participant in any document category. The frequency of notifications is set at the individual user level and are unique to each user.

To configure your signature notification settings in the application, please navigate to Settings - Notifications:

To set the frequency of document notifications, which includes notifications when users are assigned as authors, assigned to specific events, or assigned to training items, select the appropriate timeframe from the documents notifications dropdown:

 

Please see our new notification rules pertaining to documents and training below:

 

Notifications For Users When They Are Assigned as Document Authors

Users will receive an email notification when:

1. They set themselves as the author when creating a document

2. They are set as the author of a document by another user

3. They are set as the author of a new draft version when a document is up-versioned

Example notification users will receive for the rules above: 

NOTE: Authors WILL NOT receive a notification if documents are migrated into the application through data migrations performed by a ZenQMS Project Manager and/or the Help Desk, or through a batch upload by a user in the application. 

 

Document Author Notifications Triggered by Certain Events

Authors of documents will receive an email notification when:

1. Any approval or retirement workflow steps are rejected:

Example notification users will receive for the rule above: 

2. Any document completes an approval workflow:

Example notification users will receive for the rule above: 

3. Any document completes a retirement workflow:

Example notification users will receive for the rule above: 

NOTE: Authors WILL NOT receive a notification when a document version is retired because a new version of the same document becomes effective through an up-versioning process.

4. Any document draft review is completed: 

Example notification users will receive for the rule above: 

 

Document Notifications For Users Who Are Assigned a Workflow Step

Users who are assigned to a document workflow will receive an email notification when:

1. Any workflow signature is due from them for approval workflows, draft review workflows, and/or retirement workflows:

Example notification users will receive for the rule above: 

NOTE: Users WILL NOT receive a notification if the "Item is Current" workflow is selected.

 

Document Notifications For Users Pertaining to Training

All Users will receive an email notification when:

1. They are assigned to train on a document at the document level as an individual

2. They are assigned to train on a document at the document level as part of a role

3. They are assigned to train on a document through a course as an individual

4. They are assigned to train on a document through a course as part of a role

5. A new document is added to a training course syllabus that a user is already assigned to

6. They are added to a role that is already assigned to a document (at the document level or through a training course)

7. They are forced to retrain on a document they are assigned to as an individual or through a role (at the document level or through a training course)

8. They are activated in the application and have to train on documents as an individual or through a role (at the document level or through a training course)

Example notification users will receive for the rules above:

9. They are required to retrain on a document that was up-versioned

Example notification users will receive for the rule above: 

NOTE: Users WILL NOT receive a notification for training on an up-versioned document IF they are added to a role that is already assigned to train on a document and a new version of the document becomes approved with the setting of "Immediate Retraining Required" set to "No, Users Will Retrain at Their Next Training Interval"