Notification settings: who is told, how and when

Steps

1. 1

   Open Notifications from the left menu

   Scroll to the bottom of the left menu, open the Tools group and select Notifications. The page is about one entity: what has happened in it, who is told about it and how. It has three tabs: Notifications, Module Configuration and Preferences.

   • Select Tools
   • Select Notifications
2. 2

   Read the counters and the list

   Unread counts the notifications you have not opened. Delivered is how many were raised in the app. High Severity counts the critical and high ones, and Mute Rules counts muted categories. The table lists each notification with its severity, when it was raised and whether it is read.

3. 3

   Open Muted categories

   In the list on the left, select Muted categories. Every category of notification is listed: Tasks, Data Requests, Breaches, DPIA, Contracts, Compliance, Security and Approvals. DPIA is short for data protection impact assessment. Muting a category stops new notifications for it for everyone in the organisation.

   • Select Muted categories0
4. 4

   Know what Mute does before you use it

   Each category has a Mute button, and the line under its name counts the notifications of that category in the list. A mute is not a personal setting. It silences that category for every person in the organisation, so agree it with your administrator first. We do not mute anything in this lesson.

5. 5

   Open Module Configuration

   Select the tab Module Configuration. Each row is one module. The tick at the left switches its alerts on. Then come the channels, Email, In-app and WhatsApp, the job roles that are alerted, how many days before a deadline, and the lowest severity that is sent. Entity default means the row has not been changed.

   • Select Module Configuration
6. 6

   Know the buttons on Module Configuration

   Save all stores your changes to every row, and Reset to defaults puts all rows back. The paper plane at the end of a row sends a test alert for that module. Use this tab to check whether your role is on the list for the modules you work in.

   

7. 7

   Open Preferences

   Select the tab Preferences. The note at the top says it plainly: these delivery settings belong to this entity and decide where its deadline alerts go for everyone, not just for you. Only push notifications are personal to you and this device.

   • Select Preferences
8. 8

   Read the delivery channels

   Email Alerts holds the address that receives the entity's deadline alerts, with a switch to send them. WhatsApp Alerts works the same way with a phone number where your organisation has it. Push notifications deliver alerts addressed to you on this device, for the severities you tick.

9. 9

   Change the reminder timing

   Scroll down to Reminder timing. Open the box Send alerts this many days before a deadline and choose 30 days before. A longer window gives everyone earlier warning.

   • Select 14 days before (recommended)
   • Choose 30 days before
10. 10

    Select Save Preferences

    Select Save Preferences. A short message confirms that the preferences were saved. Send a test alert would send one message to the configured address to prove that delivery works; we do not send one here.

    • Select Save Preferences
11. 11

    Put the timing back

    For this lesson, choose 14 days before, which is the recommended value, and select Save Preferences again. Alerts go out once a day for every deadline inside the window.

    • Select 30 days before
    • Choose 14 days before (recommended)
    • Select Save Preferences
12. 12

    Find the organisation-wide alert settings

    Open the account menu and select Profile and preferences. The Alert settings card there is for the whole organisation: a switch that pauses all email alerts, the organisation default, and alerts for one entity. It states that there are no personal alert settings, and each part names the permission it needs.

    • Select Account menu
    • Select Profile & preferences