Document Notifications

Understanding Notification Delivery

ZenQMS allows you to customize your notification preferences. You can choose to receive notifications:

Immediately: As soon as an event occurs.
Hourly: In a summary sent hourly.
Daily: In a daily summary.
Weekly: In a weekly summary.
Never: To disable notifications entirely.

These settings can be adjusted within your "Settings" -> "Notifications" section.

Key Notification Scenarios:

What: You'll be notified when you are assigned as the author of a document.

Message Example: "Document SOP-54: v1.0 'SOP for PDF Export' was assigned to you as Author."

What: You'll be notified when a document you authored completes the approval workflow.
Message Example: "Document SOP-54: v3.0 'SOP for PDF Export' completed the approval workflow." 

What: You'll be notified when a document you authored completes the retirement workflow and is archived.
Message Example: "Document SOP-54: v5.0 'SOP for PDF Export' was permanently retired."

What: You'll be notified when a document you authored completes the draft review workflow.
Message Example: "Document SOP-54: v4.0 'SOP for PDF Export' completed 'Draft Review' workflow."

What: You'll be notified if any step in the approval, retirement, or draft review workflow is rejected.
Message Example: "Document SOP-54: Alina Cobarzan rejected a document retirement workflow signature on v1.0 'SOP for PDF Export' with comment 'this cannot be retired yet, it is still applicable'."
 

What: You'll be notified when a workflow step requiring your signature becomes active (approval, draft review, or retirement workflows).
Message Example: "Document SOP-54: v1.0 'SOP for PDF Export' requires your immediate signature." Key Point: This notification is triggered whenever a workflow step appears in your "Signatures Needed" dashboard.

What: You'll be notified when you are assigned to complete training on a document, whether directly or through a course or role.
Message Example: "Document SOP-54: You are now assigned to complete training on v1.0 'SOP for PDF Export' by 23-Jun-2023."

What: You'll be notified when you are required to retrain on a document due to a new version being approved with immediate retraining required.
Message Example: "Document SOP-54: You are required to retrain on new v3.0 'SOP for PDF Export' by 05-Jul-2023."

Important Notes:

All document IDs within the notification messages are hyperlinks that will open the relevant document in a new tab.

Notifications are closely tied to workflow steps, so if a workflow step is active for you, expect a notification.

Notification settings are customizable, allowing you to tailor the frequency of alerts to your needs.