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All notifications described here generate an email, details below:
Drawings / process maps
Trigger | To | Type of notification |
|---|---|---|
New revision | Owner of drawing | Rest API |
Submit for approval | Owner of drawing | Rest API |
Reject approval - back to draft | Owner of drawing | Rest API |
Approve | Owner of drawing | Rest API |
Reject publication - return to draft | Owner of drawing | Rest API |
Publication - see “ Reading confirmation ” below |
|
|
New Hearing Round | Hearing round participants | DFFS |
Better - Cases
Trigger | To | CC | Type of notification | Repetitive |
|---|---|---|---|---|
Creation of a new case | Case manager | Informed | DFFS |
|
Further case to a new person in charge | New case manager |
| DFFS |
|
Case expires | Case manager |
| Flow |
|
Reminder 14 days after the due date has passed | Case manager |
| Flow | x |
Case passed 30 days over (can be changed) | Escalation |
| Flow |
|
Escalation reminder every 30 days | Escalation |
| Flow | x |
When the case is closed | Reporting |
| DFFS |
|
When the case is reopened | Case manager | Reporting | DFFS |
|
Mail to Responsible regarding the case in view mode | Case manager |
| DFFS |
|
Message to Notifies about the case in display mode | Reporting |
| DFFS |
|
Mail to desired email addresses with a link to the case | Selected recipients |
| DFFS |
|
Better - Measures
Trigger | To | CC | Type of notification | Repetitive |
|---|---|---|---|---|
Creation of a new measure | Responsible |
| DFFS |
|
Measures expire | Responsible |
| Flow |
|
Measures change the person responsible | New Responsible |
| DFFS |
|
Measures are closed | Created by |
| DFFS |
|
Urging on measures every 14 days | Responsible |
| Flow | x |
Report to person in charge | Responsible | Reporting | DFFS |
|
Message to reporter | Reporting | Responsible | DFFS |
|
Better - Follow-up
Trigger | To | CC | Type of notification | Repetitive |
|---|---|---|---|---|
New follow-up check | Responsible |
| DFFS |
|
Upon maturity | Responsible |
| DFFS |
|
Reminder every 14 days after maturity | Responsible |
| DFFS | x |
At closing | Reporting | Responsible | DFFS |
|
App - Cases and Measures
Trigger | To | Type of notification |
|---|---|---|
Creation of a new case | Responsible | Flow |
Creation of a new measure | Responsible | Flow |
New round of protection | Responsible | Flow |
New registration | Responsible | Flow |
Other notifications on separate forms |
| Flow |
The document workspace
Trigger | To | CC | Type of notification | Repetitive |
|---|---|---|---|---|
Document to be approved / verified | Approves/verifies |
| DFFS |
|
Document not approved / verified | Document owner |
| DFFS |
|
Document ready for publication | Document owner |
| DFFS |
|
Document published | Document owner |
| DFFS/Flow |
|
Publication - see “Reading confirmation” below |
|
|
|
|
Invitation to consultation round | Hearing round participant |
| DFFS/Flow |
|
Hearing round ends | Hearing round participant |
| DFFS/Flow |
|
Reminder on audit date and then every 30 days | Document owner |
| Flow | x |
Process descriptions
Trigger | To | CC | Type of notification | Repetitive |
|---|---|---|---|---|
PD for approval | Approves |
| DFFS |
|
Updated PD approved and published | Process owner |
| DFFS |
|
30 days before the next audit | Process owner |
| Flow |
|
21 days before the next audit | Approves |
| Flow |
|
On audit date | Process owner |
| DFFS |
|
Every 7 days after audit due date | Process owner |
| Flow | x |
Publication - see “Reading confirmation” below |
|
|
|
|
New comment/discussion | Process owner | Co-author | DFFS, Flow |
|
Activities
Trigger | To | Type of notification | Repetitive |
|---|---|---|---|
At the next audit and every 14 days thereafter | Activity responsible | Flow | x |
Changed activity must be approved | Activity responsible | DFFS, Flow |
|
Context
Trigger | To | Type of notification | Repetitive |
|---|---|---|---|
At the next audit and every 14 days thereafter | Responsible | Flow | x |
Risk
Trigger | To | Type of notification | Repetitive |
|---|---|---|---|
New risk assigned | Risk owner | DFFS, Flow |
|
Next risk assessment on audit date | Risk assessment owner | Flow |
|
Reminder for revision every 14 days | Risk assessment owner | Flow | x |
Target management
Trigger | To | Type of notification | Repetitive |
|---|---|---|---|
Creation of new target | Responsible | DFFS, Flow |
|
Notification of the date of the next evaluation | Responsible | Flow |
|
Reminder every 14 days for the next evaluation | Responsible | Flow | X |
Competence
Trigger | To | CC | Type of notification |
|---|---|---|---|
Expiry of certificate and course 30 days before | Person | Manager | Flow |
Next assessment of competence on audit date | Person | Manager | Flow |
Assets and safeguards
Trigger | To | Type of notification | Repetitive |
|---|---|---|---|
Notification of audit date of Aktiva | Active owner | Flow |
|
Notification every 14 days after the audit date of Aktiva | Active owner | Flow | X |
Notification of the next audit date of Safeguards | Responsible | Flow |
|
Notification every 14 days after the audit date of Safeguard measures | Responsible | Flow | X |
Reminders
Trigger | To | Copy to | Type of notification |
|---|---|---|---|
At each new maturity according to the recurring rule | Responsible | Internal CC, External CC | DFFS |
Reading confirmations / notification when publishing documents, PDs and process maps
Trigger | To | Type of notification |
|---|
Trigger | To | Type of notification |
|---|---|---|
New reading confirmation / notification on publication | Select recipients based on users in the system, user groups, roles, or external e-mail addresses | Flow |
Reminder if not processed every 14 days | Person who |
hasn’t confirmed that they have read the document | Flow |
Project room
Trigger | To | Type of notification |
|---|---|---|
Send document(s) for approval | Approve | DFFS |
Document approved | Author | DFFS |
Document rejected | Author |
|
System calendar
Trigger | To | Type of notification |
|---|---|---|
Send an invitation to a calendar element | Participants | DFFS |