The QM356 sends a number of notifications to the users in the system based on various parameters. Below you will see each module and list and which notifications and notification types which are sent out.
Notification types
There are three types of notifications:
Flows
Some are generated by so-called "Flows" - this is a kind of programming language. Flows can be changed and adapted and new ones can be created. These must be ordered via a ticket in our support system. Flows are mostly not affected by upgrades and if they are, it will be handled in the upgrade. If you have specially adapted flows, these will not be affected by upgrades. If the upgrade requires changes to customized flows, then this must be done in addition to the update.
Form notifications
Some notifications are built into the forms that are filled in, which are built on the DFFS technology. If you do not have a customized portal, then all of the forms are on a shared server online and cannot be customized. If you want to customize these notifications, then the form(s) must be moved locally and when upgrading we must also take care to keep the customizations and this entails extra work when upgrading.
Rest API
These notifications are sent from a script and uses SharePoint's no-reply@sharepointonline.com as the sender. These are hard-coded into the system and cannot be changed
Notification overview
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 the 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 Active | Active owner | Flow |
|
Notification every 14 days after the audit date of Active | 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 deadline 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 |