System Emails

Modified on Mon, 15 Jan at 4:35 PM

System Generated Emails

iPassport relies on emails to notify users of changes or updates to records they are involved in and of tasks which have been assigned to them. It can sometimes be difficult to identify the nature of emails or to know if one should be expected as a result of an action. This article provides a list of all the events that generate an email within the system.

They are organised by module and type of event.

Some emails can be controlled by the recipient in the Personal Preferences area. These preferences are listed when one is available.

General emails - User account related

Email Subject	When Sent	Who To
[iPassport] Welcome to your new account!	When a user is added	The user who is added
[iPassport] Two Step Authentication Code	When a two factor code is required	The user requesting the code
[iPassport] account has been locked	When a user has failed to login the maximum amount of times and their login becomes locked	Account Admin
[iPassport] Your account has been locked	When a user has failed to login the maximum amount of times and their login becomes locked	The user who’s login has been locked
[iPassport] Password reset	When resetting a users password via their profile	The users who’s password has been reset

General emails - Task related

Email Subject	When Sent	Who To	Preference
[iPassport] Overdue Tasks Escalation Summary	Dependent on preference (daily / weekly /monthly)	Users set in OU preference for task escalation	Task Escalation Summary
[iPassport] Task Summary for < ou name >	Daily	User set in OU preference: ‘Email address to send summary to’	Send daily summary via email of tasks for this department
[iPassport] Task summary	Dependent on preference	All users with not complete tasks	Task Reminder Summary
[iPassport] Task Creation	When a pending task is created	CC users for the task	Notify me of new tasks I have been copied into
[iPassport] Task Creation	When a pending task is created	The user who the task is assigned to	Notify me of new tasks assigned to me
[iPassport] Task Update	When a pending task is edited	The task creator	Notify me when a pending task I created is modified
[iPassport] Task Update	When a pending task is edited	CC users for the task	Notify me when a pending task I have been copied into is modified
[iPassport] Task Update	When a pending task is edited	The user who the task is assigned to	Notify me when a pending task assigned to me is modified
[iPassport] Task Update	When a task is edited	The task creator	Notify me when a task I created is modified
[iPassport] Task Update	When a task is edited	CC users for the task	Notify me when a task I have been copied into is modified
[iPassport] Task Update	When a task is edited	The user who the task is assigned to	Notify me when a task assigned to me is modified
[iPassport] Task Deletion	When a task is deleted	The task creator	Notify me when a task I created is modified
[iPassport] Task Creation	When a task is created	CC users for the task	Notify me of new tasks I have been copied into
[iPassport] Task Creation	When a task is created	The user who the task is assigned to	Notify me of new tasks assigned to me
[iPassport] Task Completion	When a task is completed	CC users for the task	Notify me when a task I have been copied into is completed
[iPassport] Task Completion	When a task is completed	The task creator	Notify me when a task I created is completed
[iPassport] Task Completion	When a task is completed	The user who the task is assigned to	Notify me when a task assigned to me is completed

Noncompliance emails - Noncompliance Record Management

Email Subject	When Sent	Who To
[iPassport] New External Non Compliance Reported	When an external NC is created	Users set in the OU preference ‘Distribution List to be notified of externally reported Non Compliances’
[iPassport] Assigned as Non Compliance Responsible User	When user is added as responsible user for a noncompliance	User added as responsible
[iPassport] Non Compliance Download	When a NC is emailed	The contact selected in the lightbox

Noncompliance emails - Noncompliance Actions

Email Subject	When Sent	Who To	Preference
[iPassport] Action Deleted	When a non compliance action is deleted	Non compliance users; Assigned for action if set; Creator of action if set	Receive Notification when action is deleted
[iPassport] Action Deleted	When a non compliance action is deleted	Action creator	Receive Notification when action is deleted
[iPassport] Action updated	When a non compliance is updated	Non compliance action users; Creator of action; Non compliance users; Assigned for action if set	Receive Notification when action is edited
[iPassport] Action reassigned	When a non compliance action is re-assigned	The action creator
[iPassport] Action reassigned	When a non compliance action is re-assigned	User being removed as asignee
[iPassport] Action assigned	When a non compliance action is assigned	User added as assignee for action
[iPassport] Non Compliance Action Reminder	When a reminder is sent from inspection prep	User added as assignee for action

Change Control emails

Email Subject	When Sent	Who To
[iPassport] Change Ownership Changed	When the owner of a Change Control record is set	The newly set owner
[iPassport] Change Control Verified	When the change is verified	Change Control Owner; The user who requested the change
[iPassport] Change Control Reviewed	When the change is reviewed	Change Control Owner; The user who requested the change
[iPassport] Change Control Implemented	When the change is implemented	Change Control Owner; The user who requested the change
[iPassport] Change Control Triaged	When the change is triaged	Change Control Owner; The user who requested the change
[iPassport] Change Control Canceled	When the change is cancelled	Change Control Owner; The user who requested the change
[iPassport] New change control requested	When a change is created	Change Control Owner; Users added in OU Preferences as Triage users
[iPassport] New change control requested externally	When a change is created from external form	Change Control Owner; Users added in OU Preferences as Triage users

Complaints emails

Email Subject	When Sent	Who To	Preference
[iPassport] Complaint < complaint name >	When a user sends a complaint	The users selected; The users on the distribution lists selected
[iPassport] Complaint Deleted	When a complaint is deleted	Complaint Included Users; Complaint handler if set; Complaint manager if set	Notify me when a complaint is created and I am included in it
[iPassport] Complaint’s State Changed	When a complaint is activated/inactivated	Complaint Included Users; Complaint handler if set; Complaint manager if set	Notify me when a complaint I am included in is closed, reopened, inactivated or reactivated
[iPassport] Complaint’s Status Changed	When the status of a complaint changes	Complaint Included Users; Complaint handler if set; Complaint manager if set	Notify me when a complaint I am included in gets its state changed
[iPassport] Complaint Updated	When a complaint is reopened	Complaint Included Users; Complaint handler if set; Complaint manager if set	Notify me when a complaint I am included in is closed, reopened, inactivated or reactivated
[iPassport] Complaint Updated	When a complaint is closed	Complaint Included Users; Complaint handler if set; Complaint manager if set	Notify me when a complaint I am included in is closed, reopened, inactivated or reactivated
[iPassport] Complaint Updated	When a complaint is updated	Complaint Included Users; Complaint handler if set; Complaint manager if set	Notify me when a complaint I am included in gets updated
[iPassport] Complaint created	When a complaint is created	Complaint Included Users; Complaint handler if set; Complaint manager if set	Notify me when a complaint is created and I am included in it

Controlled Documents emails - Controlled Document Management

Email Subject	When Sent	Who To
[iPassport] Document Expired	When a document is expired Document Owners
[iPassport] Document Set as	When a document is inactivated/reactivated	Document Owners
[iPassport] You were removed from the owners list on controlled document	When a user is removed as a document owner	The user who has been removed
[iPassport] You were added as an owner to a controlled document	When the user is added as an owner on a document	The user who has been added
[iPassport] Document Download	When a document is emailed	The contact/users from the selected lists in the lightbox

Controlled Documents emails - Document Reviews

Email Subject	When Sent	Who To	Preference
[iPassport] URGENT: Review due / [iPassport] Review due	Dependent on preference	Users on Notification List / Reviewers	Mark < document type > as due for review this many days before review date:
[iPassport] Documents due for review	Dependent on preference	Users on Notification List	Send me reminders when a controlled document is due for review
[iPassport] Document due for review	Sends a reminder that this document is due for review; sent daily or weekly dependent on preference selection	Document Owners	Mark < doc type > as due for review this many days before review date:
[iPassport] Change Request Created	When one or more changes are added	Document Owners
[iPassport] Change Request Created	When one or more changes are added	Users on Notification List
[iPassport] Change request updated	When a change request is approved / postponed / rejected / set to awaiting verification / set to verified / verification is rejected	User who created the change request
[iPassport] Change request updated	When a change request is approved / postponed / rejected / set to awaiting verification / set to verified / verification is rejected	Users on Notification List
[iPassport] Change request updated	When a change request is approved / postponed / rejected / set to awaiting verification / set to verified / verification is rejected	Document Owners
[iPassport] Review Task Completed	When a review task is completed	Document Owners
[iPassport] Review Task Completed	When a review task is completed	Users on Notification List
[iPassport] All Review Tasks Completed	When review cycle is completed / all review tasks are completed, no changes requested	Users on Notification List
[iPassport] All Review Tasks Completed	When review cycle is completed / all review tasks are completed, no changes requested	Document Owners
[iPassport] New Version Created	When a new document version is created	Document Owners
[iPassport] Compulsory Review Completed	When a compulsory review is completed	Document Owners
[iPassport] Compulsory Review Completed	When a compulsory review is completed	Users on Notification List
[iPassport] Review Feedback Update	When a change is requested; When a change is rejected; When a change is approved; When a change is verified; When the verification is rejected	Depends on the change	Keep me up to date on any review feedback I am taking part in
[iPassport] Document Notifier Summary	Dependent on preference (daily / weekly)	Users on Notification List	Send compulsory review updates on documents I’m set to be notified
[iPassport] Document Owner Summary	Dependent on preference (daily / weekly)	Document Owners	Send updates on documents that I own
[iPassport] Authorisation Requested	When authorisation is requested	Users on Notification List
[iPassport] Authorisation Requested	When authorisation is requested	Document Owners
[iPassport] Authorisation Request	When authorisation is requested (including from a publishing workflow); When an authorisation request is resent	Users who have been requested to authorise the doc.
[iPassport] Authorisation Request Approved	When authorisation request is approved
[iPassport] Authorisation Request Rejected	When document authorisation is rejected	Document Owners
[iPassport] Authorisation Request Rejected	When document authorisation is rejected	Users on Notification List
[iPassport] Authorisation Request Deleted	When document is reverted to draft; When authorisation request is deleted	Users who have been requested to authorise the doc.
[iPassport] Document Authorised	When a document is authorised	Users on Notification List
[iPassport] Document Authorised	When a document is authorised	Document Owners
[iPassport] Document reverted to draft	When document is reverted to draft	Any authorisers for that document.
[iPassport] Draft Version Deleted	When a draft document is deleted	Document Owners
[iPassport] Authorisation Rejected	When an authorisation request is rejected	The user who requested authorisation
[iPassport] Authorisation Updated	When an authorisation request is updated	Users who have been requested to authorise the doc.
[iPassport] Authoriser Added to a document	When additional Authorising Signature is added to a doc	Document Owners
[iPassport] Authorisation Request Overdue	Dependent on preference	Users with overdue authorisation requests	Send me reminders when authorisation request sent to me is overdue
[iPassport] Document correction performed	When document correction is used	Document Owners
[iPassport] Document workflow approval task created	When review or publishing workflows reach the ‘Approval’ step	Users listed in ‘Approval’ step of document workflows	Notify me of new tasks assigned to me

Equipment emails

Email Subject	When Sent	Who To	Preference
[iPassport] Equipment Warranty Expiring	30 days before warranty expires	The responsible user for the equipment

Incidents emails

Email Subject	When Sent	Who To	Preference
[iPassport] Incident Assigned: < incident index > - < incident name >	When incident user is added	The user who has been added

Batch/Stock emails

Email Subject	When Sent	Who To	Preference
[iPassport] Warning: Lots are about to expire	Dependent on preference; when lots approach expiration date	Users in the Distribution list for warnings	Send me reminders when a checked-in stock item is due to expire
[iPassport] Warning: Minimum stock count reached	Dependent on preference; when lots reach a minimum threshold	Users in the Distribution list for stock warnings	Send me reminders when a reagent/material is below its minimum stock count
[iPassport] URGENT: A lot has expired / [iPassport] Warning: A lot is about to expire	Dependent on preference; when lots approach or reach expiration date	Users in the Distribution list for warnings	Send me reminders when a checked-in stock item is due to expire

Competency emails - Skills / Tests / Assessments

Email Subject	When Sent	Who To	Preference
[iPassport] Skill Verification Summary	Preference dependant	The user set as skill verifier	Require verification of skills from user with tasks; Skill Verification Summary Email
[iPassport] Skill Verification Requested	When verification is requested for one or more skills	The users selected as verifiers
[iPassport] Competency Test Result	When a test is passed / failed	Test candidate
[iPassport] User Passed their Competency Test	When a user passes a test	Users and distribution lists selected in the test’s Notification Settings when a test is passed
[iPassport] User Failed a Competency Test maximum number of attempts	When a users fails a test the maximum number of times	Distribution lists selected in the test’s Notification Settings when a users fails the maximum number of times
[iPassport] User Failed a Competency Test	When a user fails a test	Users and distribution lists selected in the test’s Notification Settings when a test is failed
[iPassport] Assessment Result	When an assessment is passed / failed	Assessment candidate

Meetings emails

Email Subject	When Sent	Who To
[iPassport] Meeting	When an email is sent out	The meeting attendees; The contacts and distribution lists chosen
[iPassport] Meeting Invitation	When a user is invited to a meeting	The people invited
[iPassport] Event Cancellation	When a user is removed from a meeting	The deleted user

Staff Absence emails

Email Subject	When Sent	Who To	Preference
[iPassport] Leave request - <request status>	When a holiday request is approved / rejected	User who requested leave	Notify me when my leave requests are updated
[iPassport] Cancelled leave request	When leave is cancelled	Users in the distribution lists under Management Group(s) on the user’s staff profile	Notify me of cancelled leave requests for staff I manage
[iPassport] Incoming leave request	When leave is requested	Users in the distribution lists under Management Group(s) on the user’s staff profile	Notify me of incoming leave requests for staff I manage