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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:

  1. Log in 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 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

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.
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 expires 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 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

Shipment

Request Status

This email notification is sent when user updates ‘Request Status’

Sender

Requester

Notify Users

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

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

  1. Order creator

  2. Requester

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

  1. Go to Home → Users → Click on any user.

  2. 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:

  1. The user clicks on forgot password.

  2. Unsuccessful login attempts lock the user account.

  3. The user account password is expired.

  4. The user account is locked because of inactivity.

  5. In case of an Email Announcement.

  6. A new user is created.

Got feedback or spotted a mistake?

Leave a comment at the end of this page or email contact@krishagni.com