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Introduction
OpenSpecimen sends email notifications to users of the system on various operations. For this to be enabled, system administrator has to configure the email settings through user interface.
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- Login as super admin user
- Click on ‘Settings’ card from the home page
- Click on ‘Notifications’ module of settings
- Click on any of the property whose notification has to be enabled or disabled
- By default, all notifications are enabled. Select option ‘Enabled’ or ‘Disabled’
- If ‘Enabled’, system will send email notification and if ‘Disabled’, system will not send the specific notification.
List of email notifications sent by the system
Object | Feature | Details | Recipient |
|---|---|---|---|
Collection Protocol | Create CP | This email notification is sent when any new collection protocol is created | Super Admin Site Admin PI of the CP Coordinator of the CP |
Collection Protocol | Clone CP | This email notification is sent when any collection protocol is created by cloning already existing CP | Super Admin Site Admin PI of the CP Coordinator of the CP |
Collection Protocol | Delete CP | This email notification is sent when any collection protocol is deleted | Super Admin Site Admin PI of the CP Coordinator of the CP |
Collection Protocol | Import CP | This email notification is sent when any CP is imported | Super Admin Site Admin PI of the CP Coordinator of the CP |
Collection Protocol | Add/ Remove site from the CP | This email notification is sent when any site is assigned to CP or removed from the CP | Site Admin of the CP |
Collection Protocol | Add/ Remove PI from the CP | This email notification is sent when any user is assigned to CP as PI or removed from the CP | PI user |
Collection Protocol | Add/ Remove Coordinator from the CP | This email notification is sent when any user is assigned to CP as Coordinator or removed from the CP | Coordinator user |
Collection Protocol | Expiring CP | This email notification is sent when any collection protocol is expiring based on the ‘End Date’ set in the protocol. | Super Admin Site Admin PI of the CP Coordinator of the CP |
Collection Protocol | Download CP Report | This email notification is sent when any CP report is downloaded | The user who downloads the CP report |
Distribution Protocol | Create distribution protocol | This email notification is sent when any distribution protocol is created | PI of DP. Receiving Institute admin of DP. |
Distribution Protocol | Delete distribution protocol | This email notification is sent when any distribution protocol is deleted | PI of DP. Receiving Institute admin of DP. |
Distribution Protocol | Expiring DP | This email notification is sent when any DP is expiring based on the end date specified in DP | PI of DP. Receiving Institute admin of DP. |
User | New user sign up | This email notification is sent when any new user sign up to OpenSpecimen | Super admin Institute admin Signed up user |
User | Approve sign up request | This email notification is sent when sign up request is approved | Super admin Institute admin Admin who approved the request User whose request is approved |
User | Reject sign up request | This email notification is sent when sign up request is rejected | Super admin Institute admin Admin who rejected the request User whose request is rejected |
User | Create user | This email notification is sent when any new user is created by any admin user | Super admin Institute admin Admin who create the user User whose account is created |
User | Account locked due to wrong password | This email notification is sent when any users account gets locked due to maximal failed login attempts | Super admin Site admin User whose account is locked |
User | Account locked due to password expiry | This email notification is sent when any users account gets locked due to password expiry | User whose account is locked |
User | Account locked by admin | This email notification is sent when any users account is locked by the admin | Super admin Institute admin User whose account is locked |
User | Password Expiry | This email notification is sent number of days configured before the password expiry date | User whose account password is going to expire |
User | Account unlocked | This email notification is sent when any locked users account is unlocked | Super admin Site admin User whose account is unlocked User who unlocked the account |
User | Delete user | This email notification is sent when any user’s account is deleted | Super admin Site admin User whose account is deleted User who deleted the account |
User | Assign/Remove Role | This email notification is sent when any role is assigned to the user | User whose role is updated or removed |
User | Password Change | This email notification is sent when any user’s account password is reset | User whose accounts password is reset |
User | Inactive users | This email notification is sent number of days configured prior to accounts inactivity | Inactive user |
Query | Export query results | This email notification is sent when any query results is exported | User who exported the query daa |
Query | Share queries folder | This email notification is sent when any query folder is shared with specific users | The user with whom the query folder is shared |
Query | Export query results | This email notification is sent when the query data is exported | The user who exported the query results |
Order | Distribute specimens | This email notification is sent when an order is processed | Order creator Requester |
Shipment | Shipment shipped/ received | This email notification is sent when any shipment is shipped or received | Site admin |
Cart | Share cart | This email notification is sent when any cart is shared with the users | User with whom the cart is shared |
Cart | Revoke users access | This email notification is sent when any users access is revoked from the cart | User whose access is revoked |
Bulk Import | Bulk import jobs | This email notification is sent when the bulk import jobs gets failed/completed | The user who initiated the bulk import job |
Bulk Export | Bulk export jobs | This email notification is sent when the data is exported from OS | The user who exported the data |
Jobs | Scheduled job failed | This email notification is sent when any scheduled job is failed | Configured Users in email Settings |
Jobs | Scheduled job finished | This email notification is sent when any scheduled job is finished | Configured Users in email Settings |
Auto Freezers | Daily activity report | This email notification is sent daily about the activity report of the auto freezer | All admins IT admin |
Announcement | Announcement emails | This email notification is sent by the super admin for any announcement in the OS | All the users |
| Login audit report | Monthly report for login | This is a monthly report sent to all super admins about login audit of all users for that month | All super admins |
Features that send emails
| Object | Feature | Details | Recipient |
|---|---|---|---|
| User | User Sign On Request | This email notification is sent when new users sign in for user account from OpenSpecimen login page. | System administrator |
| User | User Creation or User Request Approval | This email notification is sent when new users sign in request is approved or rejected or administrator creates a new user. Email contains login details. | New User |
| Order | Order Distribution | This email notification is sent when an order is processed |
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| Query | Share Query Folder | This email notification is sent when a query folder is shared with user/s. Email contains direct link to access the query folder and requires user to login to access it. | User/s with whom query folder was shared |
| Query | Export Large Query Result Data(>10000 rows) | This email notification is sent when user exports query results which have large result set > 10000 records. Email contains link to download the exported data. User needs to sign in before downloading the data. | User who exported query results data |
| User | Reset Password | When user requests for new password, a password reset link is sent to the user. Only the user who requested can access the link and it expires after 1 day. | User who requested for reset password |
| List | Share Specimen List | This email notification is sent when a specimen list is shared with user/s. Email contains direct link to access the specimen list and requires user to login to access it. | User/s to whom specimen list was shared |
| User | Roles Update | Email notification is sent when any user's role is changed or updated. Email contains details of the user's updated role. | User who's role is updated |
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