Overview
Oftentimes the workflow is configured to provide notifications to users when specific actions or scenarios occur. For example, when a new comment is received on a case, when an investigation is assigned or changes status, when a third party being screened has provided responses to a questionnaire, or any number of other scenarios in which a user needs to be notified and/or prompted to take action.
The Notifications functionality within System Administration allows you to create, update, and manage the content and translations of notifications throughout the system.
Enabling notification management
The System Administration space (which includes configuration of notification templates) is available for all users designated as administrators.
For information on granting the admin role, see the Administrator Role & Workspace documentation.
Accessing notification management
To access notification management, select System Administration from the left navigation panel, then select any module from the Applications menu in the administration space.
Select the Notifications option from the module-specific navigation menu.
Working with the notification list
From the Notifications overview you can:
See an overview of all notifications for the module, including basic information like how many translated versions there are, how the notification is delivered (Notification Center vs Email), whether or not it is in use, when it was last edited, etc
Find an existing notification
Create a new notification
Duplicate an existing notification
Delete an existing notification
View where a notification is in use (e.g. which actions use it)
Export notifications
Access previously exported notifications
Additional information about these functions is covered in subsequent sections, along with information about the functionality available within a given notification.
Finding an existing notification
When you first access the Notifications page, all notifications for the module / application are displayed in a single list. You can filter these by record type (e.g. Screening, Third Party, Case, Investigation, etc), or you can search for any string.
The search field lets you search the name, subject, and body text, including across all languages. This means that it if you need to correct a typo, change the name of a business unit, etc, you can easily find all relevant notifications that need to be updated.
Understanding how and where a notification is used
There are 3 key pieces of information in the notifications list to provide insights as to how and where a notification is used:
Delivery
The Delivery column indicates the mechanism for delivery of the notification
A bell icon indicates the notification appears in the notification center
An envelope icon indicates the notification is sent via email
No icon means the notification has been set up, but is not configured to be sent (and therefore will not be received by anyone)
The delivery mechanism can be edited by clicking on an individual notification and updating the Delivery field in the Settings area:
In Use
The “In use” column indicates whether or not the notification is enabled within the workflow. More specifically, that an action has been configured within the workflow to trigger the notification to be sent under the right conditions.
A green checkmark icon indicates the notification is enabled, while a red “X” icon indicates it is not.
When you first create a notification, it will be disabled, and can only be enabled by GAN Integrity. To have it enabled, submit a Support issue describing the conditions under which it should be enabled and the name of the notification.
Show dependencies
To see exactly where a notification is used, click the menu option on the far right side of the table and select Show dependencies. This will show you all statuses and actions that use the notification.
Deleting a notification
From the notification list, you can use the menu option on the far right side of the table to delete a notification. However, only notifications that are not in use can be deleted.
Creating a new notification
A new notification can be created via the Create button, or by duplicating an existing notification.
If you use the Create action, you are automatically navigated to the new notification when it is created. When duplicating, the notification is added to the list and you must select it to continue editing.
Regardless of how you create the notification, it will initially not be in use as it must be connected to the relevant point in the workflow. To have it enabled, submit a Support issue describing the conditions under which it should be enabled and the name of the notification. Note that you can do this as soon as you create the notification, while you take your time to edit the content. As long as you ensure that NO delivery method is selected for the notification, it will not be sent (even once it is enabled / connected within the workflow by GAN).
Editing notifications
Whether you have created a new notification or are updating an existing one, click the notification in the list to open the notification editor.
Settings
The left side of the screen contains the Settings, which save automatically when edited. Here, you can provide a name to identify the notification, select a sender profile, and specify how the notification is delivered.
Sender profiles define the email address and sender name for notifications being sent via email. As email domains must be validated to ensure successful delivery, sender profiles are managed by GAN Integrity and cannot be edited. If a suitable sender profile does not exist, contact GAN Integrity Support to have a new profile created.
Notification Content
Within the center portion of the screen, you can manage the content of the notification.
The Subject area allows you to specify the subject of the email and/or header / title of the notification card.
The Email Text area allows you to specify the content of the email and/or notification card, and includes options for rich text editing.
Both the subject and body support the use of dynamic clips, which allow you to specify content to be dynamically added based on the data on the record that the notification is being generated in relation to.
For example, to begin the notification by greeting the user by name, providing a link to a record that needs their attention, inserting data from the record, etc.
It is also possible to copy and paste content from one notification to another. Whenever possible, clips will resolve, though in some cases the data cannot be transferred and the clip must be recreated. This will often happen when copying a notification from one record type to a notification for another record type (and therefore the clip is pointing to data that does not exist). It can also happen within the same record type, when the clip configuration contains multiple selections. Regardless of the reason, if a clip does not resolve (e.g. appear as a “chip”), it needs to be removed and recreated within the notification.
Translating notifications
Translated versions of notifications can be managed via the Languages panel on any notification.
Click the Add button to add a new language variation, or select any existing language to edit the notification content for that language.
When creating a new language version of a notification, it will initially copy all content from the default language. This is especially useful when you have clips used, so that they remain in place and you can simply provide the translated text surrounding them.
When language variations are provided that match a user’s language preference, they will receive the translated version of the notification. If a translation in their preferred language has not been provided, the default language is used instead.
Important note for translations: If you are copying notification content to an external application for translation purposes, be sure to instruct the translation tool to ignore any clip content. Clip names are not translatable values, and if a translation tool modifies them, the clip will fail to resolve correctly when you paste the translated content into the notification.
If you wish to export existing notifications to be able to have them translated externally, you can do so from the notifications list.
Exporting notifications
You can export any notifications in the list by clicking the download icon.
This will generate a CSV file that includes all notifications currently shown in the list, with one row for each language variation that exists for the notification.
Note that if you have used the search or filter options, only the notifications matching the criteria are included in the export. If you wish to export all notifications for the module, be sure to clear any search terms and/or record type filters that have been applied.
Previously exported files are available via the Export History button in the upper right corner.
Tracking changes to notifications
The System Administration history automatically records when a notification is updated and by whom:
If you require more detailed tracking of changes to notifications, be sure to export existing notifications before making changes.
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