In this article, we will go through how to set up notification settings on checklists so that an email with the checklist registration attached as a PDF report is automatically or optionally sent to selected individuals within or outside the company upon registration.

In this article, you will find:

• What is it?
• Email Template
• Recipients
  • Mandatory Recipients
  • Optional Recipients
• Send upon partial/full response

What is it?

Notifications/emails regarding checklist registrations are a setting that can be enabled and configured for each individual checklist in the Digital QA and HSE modules. Read about General Checklist Settings and where to configure them HERE!

It works in such a way that when a registration is made with the respective checklist in the app, an email can be sent automatically or optionally each time to relevant individuals both within and outside the company. This email will notify them that the checklist has been completed and will include the checklist registration as a PDF report.

This helps to save administration hours spent extracting registrations/reports from Inspectly and sending them via email outside the system. It also minimizes the risk of forgetting to report important checklist registrations and contributes to the automation of workflows, thereby increasing efficiency.

Email Template

You have the option to customize the subject line and the body text of the email that is sent out with the attached checklist registration.

As shown in the example below, you can choose to have the subject field display, for example:
"Process control of {SchemeName} completed"

And the body text of the email can say:
"A process control of {SchemeName} was completed on the project {ProjectName} on {AnswerDate}"

As shown in the example, merge fields (the text within special brackets) can be used to insert specific information into the subject line and email body, which typically varies from project to project or from registration to registration. It is possible to use merge fields for the following information:

• Project name
• Project description
• The casenumber of the project
• Response date
• Checklist name
• Id

If you do not enter anything in the fields for "Subject" and "Include a message in email notification" (email body), the email that is sent will be generated based on a standard template. See an example of this below:

Recipients

There are two settings for configuring the recipients of email notifications regarding checklist registrations:

• Mandatory Recipients
• Optional Recipients

You can use either or both of these options. Below, we will explain how these two recipient settings are used and how they function.

Mandatory Recipients

If there are individuals who must always be notified when the checklist is completed, they can be added as mandatory recipients. This ensures that, regardless of whether the optional recipient setting is enabled or what is selected when finalizing the registration, these mandatory recipients will always receive an email with the checklist response.

Their email addresses should be entered in the corresponding field (see the image above) directly in the checklist settings on the administration page. You can either enter them manually (separate multiple recipients with a comma) or select them from the "Users" dropdown list to the left of the field.

Optional Recipients

When the setting "Users may specify optional recipients when answering the ckecklist" is enabled, a pop-up message will appear in the app when you save your checklist registration by clicking the checkmark, stating:

"Would you like to send this registration as mail?"

If you answer "No", the registration will simply be saved and completed. However, if you answer "Yes", you will be directed to a page where you can choose whom you want to send the email with the checklist registration to.

You can add recipients by clicking on "Select contact person", where you can choose from the users associated with the project in Inspectly, or you can manually enter one or more email addresses in the "Email address" field. You can also use both functions.

Remember to click the checkmark to confirm the selected recipients!

Note! Mandatory recipients will receive an email regardless of whether you answer Yes or No to the pop-up message, and independently of any optional recipients that are also selected.

Send upon partial/full response

Mandatory recipients will always receive an email with the checklist response once it is fully completed. If they also need to be notified about partial responses, the setting "Also send an email if partially answered" can be enabled.

NOTE! When this setting is enabled, mandatory recipients will receive notifications for both partial responses and again when the ckecklist is completed.

If optional recipients are allowed and the setting "Also send email for partial responses" is enabled, the option to send an email with the checklist response will also be offered for partial responses. Otherwise, it will only be available for fully completed responses.