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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.

To enable OpenSpecimen to send notification emails, the appropriate values for the various properties under ‘Email’ module of settings has to be configured first. Refer ‘Module: Emails’ section for various properties and refer steps to configure those properties.

Follow below steps to configure the email notifications settings:

  1. Login as a super admin user.
  2. Click on the ‘Settings’ card from the home page.
  3. Click on the ‘Notifications’ module of settings.
  4. Click on any of the property whose notification has to be enabled or disabled


5. By default, all notifications are enabled. Select option ‘Enabled’ or ‘Disabled’

6. If ‘Enabled’, the system will send an email notification, and if ‘Disabled’, the system won't 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

All users linked with 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

All users linked with CP

Collection Protocol

Delete CP

This email notification is sent when any collection protocol is deleted

Super Admin

Site Admin

All users linked with CP

Collection Protocol

Import CP

This email notification is sent when any CP is imported

Super Admin

Site Admin

All users linked with 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 added or removed from the CP

All users linked with CP

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

All users linked with 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 a distribution protocol

This email notification is sent when any distribution protocol is created

PI of DP.
Coordinators of DP.C
Receiving Site admin of DP.

Receiving Institute admin of DP.
Distributing Site admin of DP

Distribution Protocol

Delete distribution protocol

This email notification is sent when any distribution protocol is deleted

PI of DP.
Coordinators of DP.
Receiving Site admin of DP.

Receiving Institute admin of DP.
Distributing Site 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.
Coordinators of DP.
Receiving Site admin of DP.

Receiving Institute admin of DP.
Distributing Site 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 the 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 reportMonthly report for loginThis is a monthly report sent to all super admins about login audit of all users for that monthAll super admins

Features that send emails

ObjectFeatureDetailsRecipient
UserUser Sign-On RequestThis email notification is sent when new users sign in for user account from OpenSpecimen login page.System administrator
UserUser Creation or User Request ApprovalThis email notification is sent when new users sign-in request is approved or rejected or the administrator creates a new user. Email contains login details.New User
OrderOrder DistributionThis email notification is sent when an order is processed
  1. Order creator
  2. Requester
QueryShare Query FolderThis 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
QueryExport 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
UserReset PasswordWhen 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
ListShare Specimen ListThis 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
UserRoles UpdateEmail 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

Disable email notification per user

New in v6.3! At times, customer might want to disable all email notification to specific users. (Even when they're non-contact users)

This is now possible via a radio button in the user page. Follow the below steps to disable email notification per user.

Steps

  1. Go to Home → Users → Click on any user.
  2. Click Edit → Select 'Yes' under 'Disable Notifications?'

3. Click Update.

Exceptions

Email notification will be sent despite the above setting in the following cases:

  1. User clicks on forgot password.

  2. User account is locked by unsuccessful login attempts.

  3. User account password is expired.

  4. User account is locked because of inactivity.

  5. In case of an Email Announcement.

  6. New user is created.


Note:

By default, new users created will have 'Disable Notification' as disabled.

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