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 Selection" option can be found under the "Action on Selection" icon on the right panel of most registers or by right-clicking on the selected items on the register.
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, click on "Action on Selection" (Notepad icon) on the right panel, then "Notify Selection". Alternatively, you can right-click on the register and select the same.
1.3 Complete the following fields:
- Notice 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
1.4 The "Lot Conformance Query" is the only available template currently. If not using this, select "No Template" from the dropdown list.
If necessary, you can also the Subject field and the Message.
1.5 If you are ready to send, click "Publish & Send", otherwise select the other options to Preview or Save unpublished.
Note: Once you click on "Publish", you will no longer be able to edit the message.
Part 2: View and Edit Notification
2.1. On the Lot Register, click on the "Bell" icon on the top toolbar to open the Notifications register.
( Or access the Notifications register from the main menu )
2.2 On the notifications register, click on the relevant Notification item to view or update.
2.3 Under the 'ITEMS' tab, you can select and update the individual items. Click on the pencil icon to edit each item. Click 'Save' or 'Save & Close'.
2.4 If all the items in the notification have been actioned, you can proceed to close out the notification. Under the 'CLOSE OUT' tab, you can update the 'Action Date', 'Action By' and 'Action Summary'.
Click 'Save' or 'Save and Close'.
2.5 Alternatively, you can also close out the item on the Notifications register by right-clicking on the notification and select 'Action Selected'.
Part 3: In-App Notifications for Approvals
3.1 When an approval request is sent or actioned, in-app notifications will automatically be 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 on the notification register (click on the notification number) and go to the "ITEMS" tab. To learn how to 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.