Notifications

In OBS, there is a robust capability to set up various automated email notifications. These notifications can be fully customized to suit specific needs, allowing flexibility in defining who receives the notifications, when they are sent, what content they include, and under what conditions they are triggered. This ensures that users stay informed and processes run smoothly with minimal manual intervention.

Automated Periodic Document Review Notifications

The system automatically sends daily reminders to the document owner (usually the department reviewer) starting 30 days before the next scheduled review date. These notifications continue until the review process begins or the document status changes from Effective to another status.

The key aspects of these notifications are:

• Notification Start: The system initiates notifications 30 days before the next revision date.
• Daily Reminders: Emails are sent daily until the scheduled review date, ensuring the document owner is consistently reminded to initiate the review process.
• Notification Stop: Notifications cease once the document’s status changes from "Effective" to any status that signifies the start of the revision process.

Email Format

Each reminder email contains the following information:

• Subject Line: "Reminder: Document Revision Due in [X] Days [Document Code]"
• Body: A personalized message reminding the document owner of the upcoming revision, with details about the document name, group, and revision date. It also includes a direct link to the document for quick access.

Pending Document Reviewer Notifications

The system automatically sends weekly reminders to document reviewers who have pending review tasks. A document is considered pending if it is in the Review status and the reviewer has not yet approved or rejected it. These notifications are designed to ensure timely reviews and prevent bottlenecks in the document approval process.

The key aspects of these notifications are:

• Notification Schedule: Sent every Monday at 07:00 by default (the time can be reconfigured).
• Recipients: All document reviewers with assigned documents that are still awaiting their approval or rejection.
• Content: A summary table listing all pending documents for each reviewer.
• Direct Action: Each document entry includes a one-click button to open the document directly in OBS for quick access.

Email Format

Each weekly reminder email contains the following:

• Subject Line: "Documents Pending Your Review ([X])" – where [X] is the number of pending documents for the reviewer.
• Body: A personalized message stating how many documents are pending, followed by a clean table with the following details:
  • Document Name
  • Document Code
  • Document Version
  • Action button: "Open 📂" linking directly to the document

These notifications stop automatically once the reviewer completes the approval or rejection process for the listed documents.