iPassport relies on emails to notify users of changes or updates to records they are involved in and of tasks which have been assigned to them. It can sometimes be difficult to identify the nature of emails or to know if one should be expected as a result of an action. This article provides a list of all the events that generate an email within the system.
They are organised by module and type of event.
Some emails can be controlled by the recipient in the Personal Preferences area. These preferences are listed when one is available.
| Email Subject | When Sent | Who To | Preference |
|---|---|---|---|
| [iPassport] Welcome to your new account! | When a user is added | The user who is added | |
| [iPassport] Two Step Authentication Code | When a two factor code is required | The user requesting the code | |
| [iPassport] |
When a user has failed to login the maximum amount of times and their login becomes locked | Account Admin | |
| [iPassport] Your account has been locked | When a user has failed to login the maximum amount of times and their login becomes locked | The user who’s login has been locked | |
| [iPassport] Password reset | When resetting a users password via their profile | The users who’s password has been reset |
| Email Subject | When Sent | Who To | Preference |
|---|---|---|---|
| [iPassport] Overdue Tasks Escalation Summary | Dependent on preference (daily / weekly /monthly) | Users set in OU preference for task escalation | Task Escalation Summary |
| [iPassport] Task Summary for < ou name > | Daily | User set in OU preference: ‘Email address to send summary to’ | Send daily summary via email of tasks for this department |
| [iPassport] Task summary | Dependent on preference | All users with not complete tasks | Task Reminder Summary |
| [iPassport] Task Creation | When a pending task is created | CC users for the task | Notify me of new tasks I have been copied into |
| [iPassport] Task Creation | When a pending task is created | The user who the task is assigned to | Notify me of new tasks assigned to me |
| [iPassport] Task Update | When a pending task is edited | The task creator | Notify me when a pending task I created is modified |
| [iPassport] Task Update | When a pending task is edited | CC users for the task | Notify me when a pending task I have been copied into is modified |
| [iPassport] Task Update | When a pending task is edited | The user who the task is assigned to | Notify me when a pending task assigned to me is modified |
| [iPassport] Task Update | When a task is edited | The task creator | Notify me when a task I created is modified |
| [iPassport] Task Update | When a task is edited | CC users for the task | Notify me when a task I have been copied into is modified |
| [iPassport] Task Update | When a task is edited | The user who the task is assigned to | Notify me when a task assigned to me is modified |
| [iPassport] Task Deletion | When a task is deleted | The task creator | Notify me when a task I created is modified |
| [iPassport] Task Creation | When a task is created | CC users for the task | Notify me of new tasks I have been copied into |
| [iPassport] Task Creation | When a task is created | The user who the task is assigned to | Notify me of new tasks assigned to me |
| [iPassport] Task Completion | When a task is completed | CC users for the task | Notify me when a task I have been copied into is completed |
| [iPassport] Task Completion | When a task is completed | The task creator | Notify me when a task I created is completed |
| [iPassport] Task Completion | When a task is completed | The user who the task is assigned to | Notify me when a task assigned to me is completed |
| Email Subject | When Sent | Who To | Preference |
|---|---|---|---|
| [iPassport] New External Non Compliance Reported | When an external NC is created | Users set in the OU preference ‘Distribution List to be notified of externally reported Non Compliances’ | |
| [iPassport] Assigned as Non Compliance Responsible User | When user is added as responsible user for a noncompliance | User added as responsible | |
| [iPassport] Non Compliance Download | When a NC is emailed | The contact selected in the lightbox |
| Email Subject | When Sent | Who To | Preference |
|---|---|---|---|
| [iPassport] Action Deleted | When a non compliance action is deleted | Non compliance users; Assigned for action if set; Creator of action if set | Receive Notification when action is deleted |
| [iPassport] Action Deleted | When a non compliance action is deleted | Action creator | Receive Notification when action is deleted |
| [iPassport] Action updated | When a non compliance is updated | Non compliance action users; Creator of action; Non compliance users; Assigned for action if set | Receive Notification when action is edited |
| [iPassport] Action reassigned | When a non compliance action is re-assigned | The action creator | |
| [iPassport] Action reassigned | When a non compliance action is re-assigned | User being removed as asignee | |
| [iPassport] Action assigned | When a non compliance action is assigned | User added as assignee for action | |
| [iPassport] Non Compliance Action Reminder | When a reminder is sent from inspection prep | User added as assignee for action |
| Email Subject | When Sent | Who To | Preference |
|---|---|---|---|
| [iPassport] Change Ownership Changed | When the owner of a Change Control record is set | The newly set owner | |
| [iPassport] Change Control Verified | When the change is verified | Change Control Owner; The user who requested the change | |
| [iPassport] Change Control Reviewed | When the change is reviewed | Change Control Owner; The user who requested the change | |
| [iPassport] Change Control Implemented | When the change is implemented | Change Control Owner; The user who requested the change | |
| [iPassport] Change Control Triaged | When the change is triaged | Change Control Owner; The user who requested the change | |
| [iPassport] Change Control Canceled | When the change is cancelled | Change Control Owner; The user who requested the change | |
| [iPassport] New change control requested | When a change is created | Change Control Owner; Users added in OU Preferences as Triage users | |
| [iPassport] New change control requested externally | When a change is created from external form | Change Control Owner; Users added in OU Preferences as Triage users |
| Email Subject | When Sent | Who To | Preference |
|---|---|---|---|
| [iPassport] Complaint < complaint name > | When a user sends a complaint | The users selected; The users on the distribution lists selected | |
| [iPassport] Complaint Deleted | When a complaint is deleted | Complaint Included Users; Complaint handler if set; Complaint manager if set | Notify me when a complaint is created and I am included in it |
| [iPassport] Complaint’s State Changed | When a complaint is activated/inactivated | Complaint Included Users; Complaint handler if set; Complaint manager if set | Notify me when a complaint I am included in is closed, reopened, inactivated or reactivated |
| [iPassport] Complaint’s Status Changed | When the status of a complaint changes | Complaint Included Users; Complaint handler if set; Complaint manager if set | Notify me when a complaint I am included in gets its state changed |
| [iPassport] Complaint Updated | When a complaint is reopened | Complaint Included Users; Complaint handler if set; Complaint manager if set | Notify me when a complaint I am included in is closed, reopened, inactivated or reactivated |
| [iPassport] Complaint Updated | When a complaint is closed | Complaint Included Users; Complaint handler if set; Complaint manager if set | Notify me when a complaint I am included in is closed, reopened, inactivated or reactivated |
| [iPassport] Complaint Updated | When a complaint is updated | Complaint Included Users; Complaint handler if set; Complaint manager if set | Notify me when a complaint I am included in gets updated |
| [iPassport] Complaint created | When a complaint is created | Complaint Included Users; Complaint handler if set; Complaint manager if set | Notify me when a complaint is created and I am included in it |
| Email Subject | When Sent | Who To | Preference |
|---|---|---|---|
| [iPassport] Document Expired | When a document is expired Document Owners | ||
| [iPassport] Document Set as |
When a document is inactivated/reactivated | Document Owners | |
| [iPassport] You were removed from the owners list on controlled document | When a user is removed as a document owner | The user who has been removed | |
| [iPassport] You were added as an owner to a controlled document | When the user is added as an owner on a document | The user who has been added | |
| [iPassport] Document Download | When a document is emailed | The contact/users from the selected lists in the lightbox |
| Email Subject | When Sent | Who To | Preference |
|---|---|---|---|
| [iPassport] URGENT: Review due / [iPassport] Review due | Dependent on preference | Users on Notification List / Reviewers | Mark < document type > as due for review this many days before review date: |
| [iPassport] Documents due for review | Dependent on preference | Users on Notification List | Send me reminders when a controlled document is due for review |
| [iPassport] Document due for review | Sends a reminder that this document is due for review; sent daily or weekly dependent on preference selection | Document Owners | Mark < doc type > as due for review this many days before review date: |
| [iPassport] Change Request Created | When one or more changes are added | Document Owners | |
| [iPassport] Change Request Created | When one or more changes are added | Users on Notification List | |
| [iPassport] Change request updated | When a change request is approved / postponed / rejected / set to awaiting verification / set to verified / verification is rejected | User who created the change request | |
| [iPassport] Change request updated | When a change request is approved / postponed / rejected / set to awaiting verification / set to verified / verification is rejected | Users on Notification List | |
| [iPassport] Change request updated | When a change request is approved / postponed / rejected / set to awaiting verification / set to verified / verification is rejected | Document Owners | |
| [iPassport] Review Task Completed | When a review task is completed | Document Owners | |
| [iPassport] Review Task Completed | When a review task is completed | Users on Notification List | |
| [iPassport] All Review Tasks Completed | When review cycle is completed / all review tasks are completed, no changes requested | Users on Notification List | |
| [iPassport] All Review Tasks Completed | When review cycle is completed / all review tasks are completed, no changes requested | Document Owners | |
| [iPassport] New Version Created | When a new document version is created | Document Owners | |
| [iPassport] Compulsory Review Completed | When a compulsory review is completed | Document Owners | |
| [iPassport] Compulsory Review Completed | When a compulsory review is completed | Users on Notification List | |
| [iPassport] Review Feedback Update | When a change is requested; When a change is rejected; When a change is approved; When a change is verified; When the verification is rejected | Depends on the change | Keep me up to date on any review feedback I am taking part in |
| [iPassport] Document Notifier Summary | Dependent on preference (daily / weekly) | Users on Notification List | Send compulsory review updates on documents I’m set to be notified |
| [iPassport] Document Owner Summary | Dependent on preference (daily / weekly) | Document Owners | Send updates on documents that I own |
| [iPassport] Authorisation Requested | When authorisation is requested | Users on Notification List | |
| [iPassport] Authorisation Requested | When authorisation is requested | Document Owners | |
| [iPassport] Authorisation Request | When authorisation is requested (including from a publishing workflow); When an authorisation request is resent | Users who have been requested to authorise the doc. | |
| [iPassport] Authorisation Request Approved | When authorisation request is approved | ||
| [iPassport] Authorisation Request Rejected | When document authorisation is rejected | Document Owners | |
| [iPassport] Authorisation Request Rejected | When document authorisation is rejected | Users on Notification List | |
| [iPassport] Authorisation Request Deleted | When document is reverted to draft; When authorisation request is deleted | Users who have been requested to authorise the doc. | |
| [iPassport] Document Authorised | When a document is authorised | Users on Notification List | |
| [iPassport] Document Authorised | When a document is authorised | Document Owners | |
| [iPassport] Document reverted to draft | When document is reverted to draft | Any authorisers for that document. | |
| [iPassport] Draft Version Deleted | When a draft document is deleted | Document Owners | |
| [iPassport] Authorisation Rejected | When an authorisation request is rejected | The user who requested authorisation | |
| [iPassport] Authorisation Updated | When an authorisation request is updated | Users who have been requested to authorise the doc. | |
| [iPassport] Authoriser Added to a document | When additional Authorising Signature is added to a doc | Document Owners | |
| [iPassport] Authorisation Request Overdue | Dependent on preference | Users with overdue authorisation requests | Send me reminders when authorisation request sent to me is overdue |
| [iPassport] Document correction performed | When document correction is used | Document Owners | |
| [iPassport] Document workflow approval task created | When review or publishing workflows reach the ‘Approval’ step | Users listed in ‘Approval’ step of document workflows | Notify me of new tasks assigned to me |
| Email Subject | When Sent | Who To | Preference |
|---|---|---|---|
| [iPassport] Equipment Warranty Expiring | 30 days before warranty expires | The responsible user for the equipment |
| Email Subject | When Sent | Who To | Preference |
|---|---|---|---|
| [iPassport] Incident Assigned: < incident index > - < incident name > | When incident user is added | The user who has been added |
| Email Subject | When Sent | Who To | Preference |
|---|---|---|---|
| [iPassport] Warning: Lots are about to expire | Dependent on preference; when lots approach expiration date | Users in the Distribution list for warnings | Send me reminders when a checked-in stock item is due to expire |
| [iPassport] Warning: Minimum stock count reached | Dependent on preference; when lots reach a minimum threshold | Users in the Distribution list for stock warnings | Send me reminders when a reagent/material is below its minimum stock count |
| [iPassport] URGENT: A lot has expired / [iPassport] Warning: A lot is about to expire | Dependent on preference; when lots approach or reach expiration date | Users in the Distribution list for warnings | Send me reminders when a checked-in stock item is due to expire |
| Email Subject | When Sent | Who To | Preference |
|---|---|---|---|
| [iPassport] Skill Verification Summary | Preference dependant | The user set as skill verifier | Require verification of skills from user with tasks; Skill Verification Summary Email |
| [iPassport] Skill Verification Requested | When verification is requested for one or more skills | The users selected as verifiers | |
| [iPassport] Competency Test Result | When a test is passed / failed | Test candidate | |
| [iPassport] User Passed their Competency Test | When a user passes a test | Users and distribution lists selected in the test’s Notification Settings when a test is passed | |
| [iPassport] User Failed a Competency Test maximum number of attempts | When a users fails a test the maximum number of times | Distribution lists selected in the test’s Notification Settings when a users fails the maximum number of times | |
| [iPassport] User Failed a Competency Test | When a user fails a test | Users and distribution lists selected in the test’s Notification Settings when a test is failed | |
| [iPassport] Assessment Result | When an assessment is passed / failed | Assessment candidate |
| Email Subject | When Sent | Who To | Preference |
|---|---|---|---|
| [iPassport] Meeting | When an email is sent out | The meeting attendees; The contacts and distribution lists chosen | |
| [iPassport] Meeting Invitation | When a user is invited to a meeting | The people invited | |
| [iPassport] Event Cancellation | When a user is removed from a meeting | The deleted user |
| Email Subject | When Sent | Who To | Preference |
|---|---|---|---|
| [iPassport] Leave request - <request status> | When a holiday request is approved / rejected | User who requested leave | Notify me when my leave requests are updated |
| [iPassport] Cancelled leave request | When leave is cancelled | Users in the distribution lists under Management Group(s) on the user’s staff profile | Notify me of cancelled leave requests for staff I manage |
| [iPassport] Incoming leave request | When leave is requested | Users in the distribution lists under Management Group(s) on the user’s staff profile | Notify me of incoming leave requests for staff I manage |