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Email notifications
Introduction
OpenSpecimen sends email notifications to users of the system on various operations. For this to be enabled, the system administrator has to configure the email settings through the user interface.
To enable OpenSpecimen to send notifications, the appropriate values for the various properties under the ‘Email’ module of settings must be configured first. Refer ‘Module: Emails’ section for various properties and refer steps to configure those properties.
Follow the below steps to configure the email notifications settings:
Log in as a super admin user.
Click on the ‘Settings’ card from the home page.
Click on the ‘Notifications’ module of settings.
Click on any of the properties 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; if ‘Disabled’, the system won't send the specific notification.
List of email notifications sent by the system
Definition of Recipients
All users linked with CP: All users who have a role assigned for that CP. You can review this by looking at User's -> Role tab or exporting the Role CSV from the Users page.
Site admin: All users, who have ‘Admin’ role in User’s → Role tab, for a specific site and ‘All current and future collection protocols’
IT admin: IT admin email address is mentioned in Settings --> IT administrator email address. This email address is optional and receives notifications for uncaught system errors
Administrator email address: Email address is mentioned in Settings --> ‘Administrator Email Address'. All the emails in the systems are CC’d to this email.
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 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 expires 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. 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 expires 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 signs 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 The 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 The user whose request is rejected |
User | Create user | This email notification is sent when any admin user creates any new user | Super Admin Institute admin Admin who creates the user The user whose account is created |
User | The account locked due to the wrong password | This email notification is sent when any user's account gets locked due to maximal failed login attempts. | Super Admin Site admin The user whose account is locked |
User | Account locked due to password expiry | This email notification is sent when any user's account gets locked due to password expiry. | The user whose account is locked |
User | Account locked by admin | This email notification is sent when the admin locks any users account | Super Admin Institute admin The user whose account is locked |
User | Password Expiry | This email notification is sent several days before the password expiry date. | The 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 The user whose account is unlocked The user who unlocked the account |
User | Delete user | This email notification is sent when any user’s account is deleted | Super Admin Site admin The user whose account is deleted The user who deleted the account |
User | Assign/Remove Role | This email notification is sent when any role is assigned to the user | Super Admins The user whose role is updated or removed |
User | Password Change | This email notification is sent when any user’s account password is reset | The user whose accounts password is reset |
User | Inactive users | This email notification is sent a number of days configured before accounts inactivity | Inactive user |
Query | Export query results | This email notification is sent when any query results are exported | The user who exported the query data |
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 User with ‘Shipping and Tracking’ Create/ Update role |
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 user access is revoked from the cart. | The user whose access is revoked |
Bulk Import | Bulk import jobs | This email notification is sent when the bulk import jobs get failed/are 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 |
Automatic Freezers | Daily activity report | This email notification is sent daily about the activity report of the integrated automatic freezers e.g. Hamilton BIOS | All admins IT admin |
Announcement | Announcement emails | The super admin sends this email notification for any announcement in the OS. | All the users |
Login audit report | Monthly report for login | This monthly report is sent to all super admins about the 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 a user account from the OpenSpecimen login page. | System administrator |
User | User Creation or User Request Approval | This email notification is sent when a new user sign-in request is approved or rejected, or the administrator creates a new user. The email contains login details. | New User |
Order | Order Distribution | This email notification is sent when an order is processed |
|
Query | Share Query Folder | This email notification is sent when a query folder is shared with user/s. The email contains a direct link to access the query folder and requires the user to log in. | User/s with whom the query folder was shared |
Query | Export Large Query Result Data(>10000 rows) | This email notification is sent when the user exports query results that have large result sets> 10000 records. The email contains a link to download the exported data. The user needs to sign in before downloading the data. | The user who exported query results data |
User | Reset Password | When the user requests a new password, a password reset link is sent to the user. Only the user who requested it can access the link, and whichires after one day. | The user who requested for reset password |
List | Share Specimen List | This email notification is sent when a specimen list is shared with user/s. The email contains a direct link to access the specimen list and requires the user to log in. | User/s to whom the specimen list was shared |
User | Roles Update | Email notification is sent when any user's role is changed or updated. The email contains details of the user's updated role. | Super Admins The user who's role is updated. |
Disable email notification per user
New in v6.3! Customers might sometimes want to disable all email notifications to specific users. (Even when they're non-contact users)
This is now possible via a radio button on the user page. Follow the below steps to disable email notifications per user.
Steps
Go to Home → Users → Click on any user.
Click Edit → Select 'Yes' under 'Disable Notifications?'
3. Click Update.
Exceptions
An email notification will be sent despite the above setting in the following cases:
The user clicks on forgot password.
Unsuccessful login attempts lock the user account.
The user account password is expired.
The user account is locked because of inactivity.
In case of an Email Announcement.
A new user is created.
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