Record and record folder notifications alert a user or group of users in real time that an action related to an existing record or record folder has occurred or that a task for a vital record or vital folder needs to be performed.
Notifications can be created for the following events.
- A record is superseded by an updated version of the record.
- A vital record or vital record folder is ready for review.
Notifications are created and managed from the = File Plan Designer. You can choose the types of events that trigger a notification, the type of notification that displays, the view associated with the notification, whether an email is sent, and the user or groups that receive notifications.
Email notifications are only sent once per event and the messages are created by the system and cannot be modified.
Notifications for reviews of vital records and vital folders are based on the date when the review is due. An email notification is not sent for vital records and folders but a notification displays and contains the location of the vital record or vital folder.
If a user is listed in a record category to receive notifications, then, at a minimum, the user must have search privileges on the folders within that record category.If a user does not have the minimum privileges configured in a file plan, the user receives notifications for folders they cannot see.
To receive an email notification, a user must have an email address in the Contact Information area of the User Profile and must have the appropriate privileges.