System Role Notifications

Configure the default notification preferences for all users assigned a particular System Role.

Users on an Item's Team will automatically get updates about the Item in their Notifications window and their digest email. Some updates that are more time sensitive will generate an additional email. These automatically-generated notifications are not customizable.

However, users can be "opted-in" to additional notifications about Items for which they are not on the Team. This is a great way for Continuous Improvement Coaches and leaders to keep up-to-date on Items throughout their department or organization.

Each System Role can be configured with notification preferences which will become the default notification preferences for each user with the assigned Role. The default notification preferences of users with multiple Roles will be a superset of those Roles' preferences. 

Pro Tip: Users can change their own notification preferences at any time. User Administrators can also change their notification preferences for them.

Who can configure a System Role's notification preferences?

Anyone with the "Role Administrator" permission can configure a System Role's notification preferences.

People with other Administrator permissions may be able to access the Roles Administration page, but will not be able to make changes to it.

Configure a System Role’s notification preferences

To configure a System Role’s notification settings, navigate to the Roles administration page, then:

• Hover over the Role with which you want to work so that it's highlighted blue, then click the envelope icon that appears to its right.

• The Role's Notification Preferences window will open. Any existing notification preferences will be listed.
  • Click Remove All to clear the list of preferences. If there are no preferences configured, this option will not be available.
    
    • In the resulting confirmation window, click Delete.
  • Click the pencil icon next to any existing notification preference to edit it.
    
    • In the resulting Edit Notification Preference window, update the preference as necessary and then click Save.
  • Click the x icon next to any existing notification preference to delete it.
    
    • In the resulting confirmation window, click Delete.

• • Click New to create a new notification preference and the New Notification Preference window will open.
    
    • You must specify either the Workflow or the Template about which the users should be notified. If you want them to be notified about all Items, regardless of Workflow or Template, select All from the Workflow drop-down.
      
      • Workflow: Expand this drop-down to select the Workflow(s) about which they should be notified.
      • Template: Expand this drop-down to select the Template(s) about which they should be notified.

• • • Activity: Expand this drop-down to select the type of activity about which the users should be notified. Once you've selected the type of activity, additional options will appear beneath the Activity header.
      
      • The Include Nested Items checkbox: When unchecked, they will only be notified about Items that aren't nested under another Item. When checked, they will also be notified about Items that are nested under another Item.
      • The Require Edit Permission checkbox: When checked, they will only be notified about Items that they have permission to edit.
      • There are some activities that, if selected in the Activity drop-down, will trigger additional options. These include:
        
        • Completed: An additional drop-down will appear to the left of the Activity drop-down from which you can choose for them to be notified of all completed Items or only Items that resulted in specific outcomes.
          • If Specific Outcomes is selected, each of the possible outcomes will be listed alongside a checkbox. They will be notified about any selected outcomes. Click each checkbox to select or deselect it.
        • Escalated to, Escalated from, Deescalated to, and Deescalated from: An additional drop-down will appear beneath the Activity drop-down from which you can choose whether they should be notified about all Escalation Tiers or only specific Tiers.
        • Milestone Ready, Milestone Approve, Milestone Un-Approve, Milestone Added, Milestone Removed, Milestone Ready Deadline Passed, and Milestone Approval Deadline Passed: An additional drop-down will appear beneath the Activity drop-down from which you can choose whether they should be notified about all Milestones or only specific Milestones.
    • Location: Expand this drop-down to select the Location parameters for this notification preference:
      
      • Anywhere: They will be notified about Items in every Location in the organization.
        
        This is best for Continuous Improvement coaches and other leaders who need to hear about all work being done in the organization, not just work in certain Locations.
      • User's Location Only: They will be notified about Items in their Locations only.
      • User's Location & Below: They will be notified about Items in their Locations and in any Locations nested under them.
      • Specific Location: You can choose for them to be notified about Items in any Location. When this option is selected, additional fields will appear beneath it
        
        • The Location search field: Use this field to search for and select the Location about which they should be notified.
        • The Location parameters field: Use this field to select whether they should be notified about This Location & Below or This Location Only
        • An Item's Responsible Location will be referenced when determining whether Users with this System Role should be notified about it.
    • When: Expand this drop-down to select when they will receive this notification. This option will only appear if "New," "Overdue," or "Resolution Submitted" were selected in the Activity field.
      
      • Select Immediately if they should receive the notification as soon as the selected activity is performed; select Delayed for them to receive the notification some number of days later.
        
        If Delayed is selected, a number field will appear beneath this drop-down. Enter the number of days (1-90) that this notification should be delayed.
      • The Remind each week checkbox: When enabled, they will receive a weekly notification about this event until it is addressed. This helps keep time-sensitive work from falling through the cracks.
    • How: Expand this drop-down to select how they should be notified.
      
      • Select Alert Only if they should receive only an in-app notification. This option will not be available if "Deleted" was selected in the Activity field.
      • Select Alert + Email if they should receive an in-app notification and a separate email.
    • Click Save.
  • When you're done configuring the opt-in notification preferences, click the x button in the top right corner of the Notification Preferences window to close it.