Archibus Web Central

The Scheduling Notifications Feature

Applications, such as Compliance and Health & Safety, require the ability to send email notifications about upcoming, missed, and overdue events, workplace incidents, and upcoming safety requirements. Using the notification scheduling feature, you can set up multiple notifications for an incident, safety requirement, or an event.

Each application uses different triggering conditions for sending the notifications. For workplace incidents, safety officers receive notifications based on the incident type. The notification is sent when an incident is entered into the system or when a user updates or deletes an incident. You select the incident types for which notifications are sent.

For safety requirements, employees can receive notifications about personal protective equipment delivery dates, medical monitoring appointments, or training classes whenever the safety officer enters these dates into the system, changes the date, or deletes the requirement. You can select which of these safety requirement types (medical monitoring, training, or personal protective equipment) you want to send notifications for.

For Compliance, notifications are sent to the recipients you select based on event status, or event dates, such as the Date Start, Date End, or the Required Completion Date. From Compliance, the scheduled notification features enable you to:

Send email messages about events based on flexible date and event status criteria
Set up multiple notifications with different criteria for the same event (for example, reminders for upcoming, overdue, missed, or completed events)
Create reusable templates containing commonly used notification criteria, message contents, and recipients.
Automatically resend notifications at configurable intervals until event status changes.

The scheduling notification feature does not provide any reusable user interface components, as each application has different user interface requirements and use cases.

For details on how each application implements the notification features, see:

Example Notifications

For Compliance, it is critical to avoid missing due dates for important recurring regulatory requirements, as well as to alert someone if a requirement is not started or completed by its due dates. For example, a compliance officer might have an event for the annual renewal of elevator permits, scheduled to start on July 1^st, and end by July 10^th, with required completion by July 15^th.

To handle this event, you could set up the following notifications. These notifications would be sent as long as the Event Status is not Started or Completed.

The person who is entered as the Responsible Person for the requirement that the event is generated from (such as the Compliance Program Coordinator), is notified 30 days, 15 days, and 5 days before July 1^st. This notification is a reminder of an upcoming task
The Responsible person and manager are notified three days after July 1^st if the event has not started. Optionally, email notification could continue daily until the Event Status changes to Started or Completed. This is a notification of an overdue event.
The Responsible person and manager are notified two days after July 10^th that the event has missed its scheduled end date. This is a notification of a missed event.
The Responsible Person and multiple managers are notified one day after July 15^th that the event has missed its required completion date. Optionally, email notification could continue daily until the Event Status changes to Started or Completed.
The Responsible Person and manager are notified as soon as an event is completed.
Other notification scenarios might include sending the manager notification if an event is rescheduled, cancelled, placed on-hold, or stopped.

Service Desk

Currently, the Service Desk application does not use the configurable notification features. The Service Desk application uses time-based escalations that are hard-coded, and are not changed by the Help Desk staff. If a service request (activity_log record) is due for response or completion, the escalation handler creates an escalation that sends a notification message to recipients indicated in the SLA response.

For example, the escalation for completion is sent when:

The request has not been completed (date_completed IS NULL).
The escalation date and time is due (now >= date_escalation_completion + time_escalation_completion).
The completion has not been escalated (escalated_completion IS NULL).

See Including Notifications for a Service Request Status.

Moves

The Moves application does not use the configurable notification features.

The Enterprise Move Management application has been configured so that email notifications are sent at various times throughout the Enterprise Move Management workflow.

Email notifications are set up to be sent upon a change in status of the move request/move. Notifications are sent after the following events have occurred:

Move is Requested: Emails are sent to the move requestor and department contact.
Move is Withdrawn: Emails are sent to the move requestor and department contact.
Move is Routed For Approval: Emails are sent to each approving manager, the move requestor, the department contact, the move coordinator (individual moves), and project manager (group moves). The approving manager emails include a URL link to Archibus Web Central.
Move is Approved: Emails are sent to the move requestor, department contact, move coordinator (individual moves), and project manager (group moves).
Move is Auto-approved: Emails are sent to the move requestor, department contact, move coordinator (individual moves), and project manager (group moves).
Move is Issued: Emails are sent to the move requestor, department contact, move coordinator (individual moves), project manager (group moves), Employees who have been assigned actions, and craftspersons who have been assigned actions.
Note: Craftspersons must be entered into the Employees table and Users table in order to receive email notifications.
Move is Closed: Emails are sent to the move requestor, move coordinator (individual moves, project manager (group moves), and department contact.

Setup

Whether notifications use the configurable notification features or are hard-coded, the Archibus System Administrator does the following to enable notifications for your deployment:

Configures your Web Application Server: Before email notifications can be sent, your Web Application Server must be configured to send emails. For details, see Email Notifications for Archibus Applications.
Update the Users and Employees Tables: Make sure that all users have an up-to-date email address specified in the Users table and Employees table. A user's email address must be the same in both the Users table and Employees table. See Defining Users and Defining Employees.