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
  • Optional Recipient
  • Fixed Recipient

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 line say:
"Goods receipt inspection {SchemeName} completed"

And the body text of the email can say:
"A goods receipt inspection has been made by {SchemeName} on project {ProjectName} on the {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
• Checkist 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:

• Optional recipient
• Fixed recipient

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

Optional Recipient

When the setting "Recipient must be indicated when answering" is enabled, a pop-up message will appear in the app when you save your checklist registration by clicking the checkmark, stating:

"Do you want to send this registration as an email?"

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! Fixed 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.

Fixed Recipient

If there are individuals who always need to be notified when a checklist registration is saved, they can be added as fixed recipients and thus made "mandatory." This means that regardless of whether the optional recipient setting is enabled or what is answered when completing the registration, these fixed recipients will always receive an email with the checklist registration.

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 with commas if there are multiple fixed recipients) or choose from the "Users" dropdown list to the right of the field.