User Notifications

Owned by Jorge Raya-Navarro
Last updated: Mar 28, 2024
7 min read

e-PlanREVIEW® (EPR) user can subscribe to a variety of event-based notifications to trigger emails from their user profile whenever they would like.

 

User Profile Notifications Tab

User Notification Settings

Administrators can choose which events will trigger an email notification for a user from the account’s NOTIFICATIONS tab.

 

How to Set Up Notifications

To configure user email notifications:

  1. Navigate to Settings > Security > Users in the navigation panel.

  2. Search for a user account by scrolling through or typing their email address directly into the email column header.

  3. Click on (right-facing arrow) to open the user profile.

  4. Click on the NOTIFICATIONS tab.

  5. Check the box for 'Email notifications to...' at the top for the user.

    1. If this box remains checked, the user will not receive notifications for any of the events selected in this tab.

  6. Check the box next to any notification(s) that should trigger emails to this user.

  7. Click the SAVE button to confirm these choices.

 

Administrators can always update any user’s profile notifications. You can also update your own notification settings at any time while logged into EPR by clicking on (user profile) to open your account profile and going to the NOTIFICATIONS tab.

Notification Options

The following table breaks down user notification options and how they are triggered. Note that unlike permissions, notifications are configured per user rather than per user role. This allows individual staff members who may share a role but do not necessarily want/need the same amount of notifications to specify for which events they want to receive emails.

Except where stated, a specific user role is not a condition for receiving a notification. Instead, most notifications occur based on your subscriptions and meeting a set of conditions (as noted).

Notification Checkbox

Affected By Team Membership?

Conditions for Triggering Notification

Notification

Notification Checkbox

Affected By Team Membership?

Conditions for Triggering Notification

Notification

PROJECT > Comment > Allow Response

NO

  1. Subscribed to notification.

  2. Your user role is Contributor.

  3. Someone else sets a comment as “Response Enabled.”

Notifies you when a comment has “Response Enabled” activated.

NO

  1. Subscribed to notification.

  2. You did not create the comment.

  3. You previously added a response to the comment’s thread.

  4. Someone else adds another comment response after your comment response.

Notifies you whenever someone else adds another comment response after your comment response.

NO

  1. Subscribed to notification.

  2. You did not create the comment.

  3. You are currently assigned to the comment.

  4. Someone else adds a comment response.

Notifies you whenever someone else adds a comment response.

NO

  1. Subscribed to notification.

  2. You did not create the comment.

  3. You have been assigned to the comment.

Notifies you when you have been assigned to the comment.

NO

  1. Subscribed to notification.

  2. You are currently assigned to the comment.

  3. Your comment assignment is marked “complete” / ”incomplete” by someone else.

Notifies you when your comment assignment is marked “complete” / ”incomplete” by someone else.

NO

  1. Subscribed to notification.

  2. You created the comment.

  3. Someone else marks a comment assignment as “complete” / ”incomplete.”

Notifies you when someone else marks a comment assignment as “complete” / ”incomplete.”

PROJECT > Document Assignment > Create (Assigned)

NO

  1. Subscribed to notification.

  2. You are listed as the Assignee.

Notifies you whenever a document review assignment is created with you as the Assignee.

PROJECT > Document Assignment > Reassigned

NO

  1. Subscribed to notification.

  2. You are listed as the updated Assignee.

Notifies you whenever an existing document review assignment is updated to make you the new Assignee.

PROJECT > Document Assignment > Status Updated to Active

NO

  1. Subscribed to notification.

  2. You are a project team member.

  3. An assignment status is changed to any value with the parent status "Active."

Notifies you whenever an assignment status is changed to any value with the parent status "Active." (These are assignments currently in review.)

PROJECT > Document Assignment > Status Updated to Approved

NO

  1. Subscribed to notification.

  2. You are a project team member.

  3. An assignment status is changed to any value with the parent status "Approved."

Notifies you whenever an assignment status is changed to any value with the parent status "Approved." (These are approved assignments.)

PROJECT > Document Assignment > Status Updated to Canceled

NO

  1. Subscribed to notification.

  2. You are a project team member.

  3. An assignment status is changed to any value with the parent status "Canceled."

Notifies you whenever an assignment status is changed to any value with the parent status "Canceled." (These assignments are not needed.)

PROJECT > Document Assignment > Status Updated to Not Started

NO

  1. Subscribed to notification.

  2. You are a project team member.

  3. An assignment status is changed to any value with the parent status "Not Started."

Notifies you whenever an assignment status is changed to any value with the parent status "Not Started." (Review for these assignments has not yet started.)

PROJECT > Document Assignment > Status Updated to Rejected

NO

  1. Subscribed to notification.

  2. You are a project team member.

  3. An assignment status is changed to any value with the parent status "Rejected."

Notifies you whenever an assignment status is changed to any value with the parent status "Rejected." (These assignments require resubmittal.)

PROJECT > Project > Document Awaiting Intake

NO

  1. Subscribed to notification.

  2. A document is on the Intake tab and requires assignments to be created.

Notifies you whenever a document is on the Intake tab and requires assignments to be created.

PROJECT > Project > Status Changed to Cycle Complete

YES

  1. Subscribed to notification.

  2. You are a project team member.

  3. A project status is changed to any value with the parent status "Cycle Complete."

Notifies you whenever a project status is changed to any value with the parent status "Cycle Complete." (This project review cycle is done.)

PROJECT > Project > Status Changed to Finished

YES

  1. Subscribed to notification.

  2. You are a project team member.

  3. A project status is changed to any value with the parent status "Pass” or “Fail."

Notifies you whenever a project status is changed to any value with the parent status "Pass" or "Fail." (This project has been approved or requires resubmittal.)

PROJECT > Project > Status Changed to On Hold

YES

  1. Subscribed to notification.

  2. You are a project team member.

  3. A project status is changed to any value with the parent status "On Hold."

Notifies you whenever a project status is changed to any value with the parent status "On Hold." (Work on this project has been paused.)

PROJECT > Project > Status Changed to Open

YES

  1. Subscribed to notification.

  2. You are a project team member.

  3. A project status is changed to any value with the parent status "Open."

Notifies you whenever a project status is changed to any value with the parent status "Open." (This project is undergoing review.)

PROJECT > Project > Status Changed to Withdrawn

YES

  1. Subscribed to notification.

  2. You are a project team member.

  3. A project status is changed to any value with the parent status "Withdrawn.”

Notifies you whenever a project status is changed to any value with the parent status "Withdrawn." (Work on this project has been canceled.)

USER > Auth > New User Request

NO

  1. Subscribed to notification.

  2. Your user role is Administrator.

  3. Someone requests a new user account from login page.

Notifies Administrators whenever someone requests a new user account from login page.

USER > User Account > Create

NO

  1. Subscribed to notification.

  2. Your user role is Administrator.

  3. Someone creates a new user account.

Notifies Administrators whenever someone creates a new user account (either from the Users page or API).

Some notifications do not require you to subscribe in order to receive them. For example: after you create a comment, you will receive notifications whenever another user adds a response to that comment regardless of whether you are subscribed to a comment event (as long as you have the generic Email notifications to… option selected in your profile).

Note that Project notifications are affected by team membership, meaning they will only trigger for you if you are involved in the project as a project team member.

 

Recommended Notifications

Each user should be subscribed to the events that are relevant to them/their role. Users subscribed to an event will receive an email notification from EPR whenever the event is triggered, as recorded in the event log. The following basic notification subscriptions are recommended, though Agencies are welcome to define their own recommended (or even required) notification subscriptions for staff.

User Role

Description

Example(s)

User Role

Description

Example(s)

Administrators

Any event notifications, but especially those related to User administrative functions such as new user requests and the creation of user accounts to ensure that Admins are keeping track of licenses and who has access to their EPR environment.

 

 

Project Coordinators

Any notifications related to intake, assignment creation, reassignment, assignment status changes, and/or project status changes since these allow staff to track application progress and trigger additional workflow steps as appropriate.

Reviewers, Group Managers, and/or Project Managers

Notifications informing someone that a plan review assignment or reassignment has been created for them.

Contributors

Select the Allow Response notification to allow for a variety of comment response-related notifications to trigger as explained in the Notifications Options table.