Create, Send and Edit Notifications (D)

Notifications are a quick tool that allows users to send notifications directly from a register to request for action or notify other users of any recent updates or changes. By selecting the items from the register to notify, all the details of the items will automatically be attached in the notification. There is no need for the users to copy and paste the details of the items into an email.      

Also, a Notification register will also be generated and all the notifications that have been sent out from each register will be listed, allowing users to track and check if each item has been actioned.

The Notification feature is available in most of the main registers in CivilPro, for example, Lot, NCR, Checklist, Survey Register, Approval, Specifications (ITP), etc.

The "Notify" button can be found under the "Operations" tab on these registers.

In-App notifications will also be automatically generated when an approval request is sent or actioned. 

This process contains three parts:

• Part 1 : Create and Send Notification
• Part 2 : View and Edit Notification
• Part 3 : In-App Notifications for Approvals

Part 1 : Create Notification 

1.1 For the purpose of this demonstration, we'll be using the Lot register as an example.

Navigate to the Lot Register under "Quality Assurance".   

1.2 Select the Lots to notify. If selecting more than one Lot, use "Ctrl+ Click". Next, under the "Operations" tab, click on "Notify Selection" on the top toolbar.

1.3 In the "Template Selector" dialog box, you can select a template (currently only the Lot Conformance Query template is available), and click "OK". If not using the template, click " Cancel" to proceed.

In this example, we are selecting the template.

1.4 Complete the following fields:

• To: and CC: - select the name of the addressees from the dropdown lists ( the addressees must be users that have been added to the project by the Administrator).
• Date Required - select a date to set a deadline for the action required

If required, you can also click on the message to edit or include more details in your notification.

1.5 Under Related Items, double-click on "Filestore Docs" to link documents to your notification.

In the "Filestore Selector" dialog box, double-click on a filestore document to link or click on the "New FileStore Doc" tab to upload a new document.

Click "Close".  

1.6a Once the Notification is created, click "Save", then " Publish".

Note: Once you click on "Publish", you will no longer be able to edit the message in the Notification tab.

You can also send this notification by email from here. Click on the "Send as Email" icon on the top toolbar.

1.6b Type and select the name of the addressee from the dropdown list in the "Mail To" and "CC" (if applicable).  

Note: Addressees must be users that have been added by the Administrator to the project.

Click "Send".

Part 2 : View and Edit Notification 

2.1 Close all the dialog boxes to return to the Lot Register. Click on the "Bell" icon on the top right corner  to open the Notifications register.

2.2. On the notifications register, double click on the relevant Notification item to view or update.

Tip: If you can't see the item on the register, click on "Clear filter" then "Apply". Also, ensure all the filter boxes are ticked correctly. 

2.3a Click on "Enable Editing" icon on the bottom toolbar, then the "Notification Items" tab to update the items such as the Action Date, Request Comment and add notes. Click "Save".

2.3b You can also use the link in the Notification to view and update your Lot ( or any linked item). 

To view and update a specific Lot , select a Lot under Item (either under the "Notification" or "Notifications Items" tab) and click on " View linked record". The specific Lot Operations dialog box will appear. Use the "Next" button at the bottom of the dialog box to go to the next page. 

Once finish, click "Save and Close".   

2.4 Click on the "Action Summary" to update the "Action Date" and Action By" fields. Click "Save", then " Publish & Close".

Part 3: In-App Notifications for Approvals

3.1 When an approval request is sent or an approval is actioned, in-app notifications will be automatically generated so that when users sign in to CivilPro, they are alerted to new updates.

Please note this is an added feature to serve as reminders to users and does not replace the approval request process. (Important: you will still need to notify the approver when you create the approval request).

Note: It is up to you how you want to use the Notifications in the Notifications register. You can use them as a record to track and check any items that are outstanding, and update them when the items are completed.  Or you can use them as reminders and for references.

3.2 You can access the approval via the link within the notification by opening the notification ( click on the notification number) and use the "View linked record" under the Operations tab. To learn how to view and update your notification, see Part 2 of this process. 

3.3 If you would like to send additional notifications to the approver (such as when the approver has not responded to your initial approval request), you can still do so from the Approval register. The steps are the same as Part 1 of this process.