Email and Dashboard notifications
This topic describes the different actions that trigger email and dashboard notifications in Nintex Process Manager. The following sections describe when process notifications are generated and who gets notified.
Process feedback notifications
Process feedback notifications are sent if:
- The process has not been archived.
- Feedback is posted or responded to within the dashboard threshold based on the Admin > Configure > Dashboard > Default Number of days to display notifications in the dashboard setting.
- A user is @mentioned in feedback.
- Feedback has not been marked as resolved or marked as seen.
The following table describes who gets notified.
Legend
|
Notification is sent. |
|
Notification is not sent. |
| + | Process Owner or Process Expert of a linked process. |
| Role/Responsibility | Notification | Role/Responsibility | Notification | |
|---|---|---|---|---|
| Promaster |
|
Process Stakeholder |
|
|
| Business Analyst |
|
Linked Stakeholder+ |
|
|
| Process Owner |
|
Risk Manager |
|
|
| Process Expert |
|
Process Approver |
|
|
| Global Variation Owner |
|
Process Publisher |
|
|
| Variant Expert |
|
Document Owner |
|
|
| Process Group Champion |
|
System Owner |
|
|
| Process Group Editor |
|
System Stakeholder |
|
|
| Process Participant |
|
Automation Specialist |
|
Process review notifications
Note: Process review notifications are sent if the review is due within 12 months or if the process review is overdue and process is published.
The following table describes who gets notified.
Legend
|
|
Notification is sent. |
|
Notification is not sent. |
| * | The Admin > Configure > Dashboard > Enable Promaster notifications for ALL REVIEWS (Default: Off) setting is enabled. |
+ | Process Owner or Process Expert of a linked process. |
| Role/Responsibility | Notification | Role/Responsibility | Notification | |
|---|---|---|---|---|
| Promaster |
*
|
Process Stakeholder |
|
|
| Business Analyst |
|
Linked Stakeholder+ |
|
|
| Process Owner |
|
Risk Manager |
|
|
| Process Expert |
|
Process Approver |
|
|
| Global Variation Owner |
|
Process Publisher |
|
|
| Variant Expert |
|
Document Owner |
|
|
| Process Group Champion |
|
System Owner |
|
|
| Process Group Editor |
|
System Stakeholder |
|
|
| Process Participant |
|
Automation Specialist |
|
Process change/publish notifications
Process change/publish notifications are sent if the:
-
Process published within the dashboard threshold, for example, the last six months.
-
Process is published and a notification is required (if the Admin > Configure > Process Editing > Enable optional dashboard notifications for process changes (Default: Off) setting is enabled).
-
User did not make the change or has not already seen the process since the change.
The following table describes who gets notified.
Legend
|
|
Notification is sent. |
|
Notification is not sent. |
| + | Process Owner or Process Expert of a linked process. |
| Role/Responsibility | Notification | Role/Responsibility | Notification | |
|---|---|---|---|---|
| Promaster |
|
Process Stakeholder |
|
|
| Business Analyst |
|
Linked Stakeholder+ |
|
|
| Process Owner |
|
Risk Manager |
|
|
| Process Expert |
|
Process Approver |
|
|
| Global Variation Owner |
|
Process Publisher |
|
|
| Variant Expert |
|
Document Owner |
|
|
| Process Group Champion |
|
System Owner |
|
|
| Process Group Editor |
|
System Stakeholder |
|
|
| Process Participant |
|
Automation Specialist |
|
Process ownership change notifications
Process ownership change notifications are sent if the:
-
Ownership change occurred within the dashboard threshold, for example, the last six months.
-
Process is published and a notification is required (if the Admin > Configure > Process Editing > Enable optional dashboard notifications for process changes (Default: Off) setting is enabled).
-
User did not make the change or has not already viewed the process since the change.
The following table describes who gets notified.
Legend
|
|
Notification is sent. |
|
Notification is not sent. |
| + | Process Owner or Process Expert of a linked process. |
| Role/Responsibility | Notification | Role/Responsibility | Notification | |
|---|---|---|---|---|
| Promaster |
|
Process Stakeholder |
|
|
| Business Analyst |
|
Linked Stakeholder+ |
|
|
| Process Owner |
|
Risk Manager |
|
|
| Process Expert |
|
Process Approver |
|
|
| Global Variation Owner |
|
Process Publisher |
|
|
| Variant Expert |
|
Document Owner |
|
|
| Process Group Champion |
|
System Owner |
|
|
| Process Group Editor |
|
System Stakeholder |
|
|
| Process Participant |
|
Automation Specialist |
|
Process publish notifications
New process publish notifications are sent if the:
-
Process is published for the first time.
-
User is not the person who published the process and has not marked the notification as seen previously.
The following table describes who gets notified.
Legend
|
|
Notification is sent. |
|
Notification is not sent. |
| * | The Admin > Configure > Dashboard > Enable Promaster notifications on ALL NEWLY PUBLISHED processes (Default: On) setting is enabled. | + | Process Owner or Process Expert of a linked process. |
| Role/Responsibility | Notification | Role/Responsibility | Notification | |
|---|---|---|---|---|
| Promaster |
*
|
Process Stakeholder |
|
|
| Business Analyst |
|
Linked Stakeholder+ |
|
|
| Process Owner |
|
Risk Manager |
|
|
| Process Expert |
|
Process Approver |
|
|
| Global Variation Owner |
|
Process Publisher |
|
|
| Variant Expert |
|
Document Owner |
|
|
| Process Group Champion |
|
System Owner |
|
|
| Process Group Editor |
|
System Stakeholder |
|
|
| Process Participant |
|
Automation Specialist |
|
Email notifications
Email notifications are auto-triggered from Nintex Process Manager for the following major events:
A new user is created
When a new user is created in Nintex Process Manager, an email is sent with the account setup details.
User password is reset
A password reset email is sent with details of how to reset the password. This email provides the user with a temporary link for creating a new password.
Process feedback is posted
- The Process Owner A user responsible for ensuring the process is operating effectively, and continuously improving. Not necessarily a subject matter expert, but empowered with organisational authority to approve changes as needed., Process Expert A user who performs day-to-day process management on behalf of the Process Owner. This role requires detailed understanding of the process., and the user who posted process feedback receive an automatic notification when feedback is submitted or is responded to.
-
This notification email displays the full message thread.
-
Promaster A Nintex Promapp system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. privilege is required.. To disable this setting, go to Admin > Configure > Email and Communications > Enable email when feedback posted.
Administration requests received (Promaster A Nintex Promapp system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. only)
Notifications are sent to the Promaster when a user:
-
tries to reset a password with an incorrect email id and password reset has failed.
-
requests a role change from My Profile.
What's New announcements
This setting controls which users receive the What's new announcement email.
You must have Promaster A Nintex Promapp system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. rights to change this setting using Admin > Configure > Email and Communications > Show "what's new" announcement alerts. You can configure this to send notifications to:
-
All Users,
-
only Power Users (Business Analysts and Promasters),
-
or just Promasters.
A process is archived/deleted
The Process Owner A user responsible for ensuring the process is operating effectively, and continuously improving. Not necessarily a subject matter expert, but empowered with organisational authority to approve changes as needed., and any listed approvers will get an email notifying them that the process has been submitted to be archived.
Dashboard notifications
Dashboard notifications are sent as described in the following sections.
Process Owner/Process Experts
Process Owner / Process Experts receive dashboard notifications for the following changes related to the process(es) they are responsible for, when the:
Process is published [Dashboard > My Changes].
Process is updated [Dashboard > My Changes].
Document related to the process is changed [Dashboard >My Changes].
Process is due for review [Dashboard > My Process Reviews].
Process suggestion or feedback is received [Dashboard > My Feedback].
Process has been submitted to be archived [Dashboard > My Changes].
Promasters
Promasters receive dashboard notifications when a:
-
Process is published [Dashboard > My Changes].
-
Process is updated [Dashboard > My Changes].
-
New document is uploaded [Dashboard > My Changes].
-
Document is updated [Dashboard > My Changes].
-
Document is due for approval [Dashboard > My Changes].
-
Process is due for approval [Dashboard > My Changes].
-
Process is due for publishing [Dashboard > My Changes].
-
Process is due for review [Dashboard > My Reviews].
-
Risk treatment item is overdue, non compliant, or the process associated with the risk treatment has changed [Dashboard > My Risks].
Users
Normal users who are not a Process Owner / Expert will receive dashboard notifications when the:
-
Process they participate in [swimlane role owner / stakeholder] has been published [Dashboard > My Changes].
-
Process they participate in [swimlane role owner / stakeholder] has changed [Dashboard > My Changes].
-
Feedback has been posted for the process they participate in (only notification, no email triggered if this is the only notification in the dashboard area) [Dashboard > My Feedback].
Note: If a user dashboard has one or more items that needs their attention - daily/weekly/monthly email notifications will be triggered for them based on the Admin > Configure > Dashboard > Email notification frequency setting.
Document Stakeholders
Document stakeholders will receive dashboard notification when a new document has been added or existing document has been replaced in their process group [Dashboard > My Changes].
Process and Document Approval Add-on
- Process Editors will receive dashboard notification via Dashboard > My Changes when a process they edited has been published.
- Process Approvers will receive dashboard notification via Dashboard > My Changes when a process they are set as approver is due for approval.
- Process Publishers will receive dashboard notification via Dashboard > My Changes when a process they are set as publisher is due for publishing.
Risk and Compliance Add-on
- Risk Treatment Owners will receive dashboard notification when a treatment they are responsible for signing off is due for review via Dashboard > My Risks.
-
Risk Portfolio Managers will receive dashboard notification when a treatment that belongs to their Portfolio is Overdue for sign off or has been made Non-Compliant, or a process associated to the risk treatment of their portfolio has changed via Dashboard > My Risks.
- Risk Escalation Stakeholders will receive dashboard notification when a treatment that belongs to their Risk score is Overdue for sign off or has been made Non-Compliant via Dashboard > My Risks.
Reduce change notifications
If you want to reduce the number of change notifications generated for the processes and documents you are involved in, use the optional dashboard notifications setting described in the sections below.
Reduce document change notifications
Promaster A Nintex Promapp system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. privilege is required..
Enable the Admin > Configure > Documents > Enable optional dashboard notifications for document changes (Default: Off) setting.
- The Don't issue change notification check box (selected by default) is displayed when replacing a document.
- If you want to send notifications once the document is updated, you must clear the Don't issue change notification check box.
Reduce process change notifications
Promaster A Nintex Promapp system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. privilege is required..
Enable the Admin > Configure > Process Editing > Enable optional dashboard notifications for process changes (Default: Off) setting.
- The Don't issue change notification check box (selected by default) is displayed when saving process changes with a comment.
- If you want to send notifications once the process is updated, you must clear the Don't issue change notification check box.
-
When saving process changes without a comment, the change will automatically be marked as not requiring a notification.
- Optional dashboard notifications only apply to published process changes, that is, version 2.0 of a process and above. A Change Not Broadcast suffix will display next to published versions when users are not sent a change notification.
- If you make multiple changes but only one requires a notification, the change notification will be sent.
-
Process and Document Approval: Process Approvers and Process Publishers will still receive a notification for them to complete their respective steps in the approval process. Once published, the change notifications will only be sent if one or more of the changes requires a notification to be sent.
-
The My Changes dashboard comment will display the latest change where the Process Editor indicated that a change notification should be sent.
- Training Add-on: When the process requires acknowledgment, the Don't issue change notification check box is not displayed in the Save with Comment dialog box. The acknowledgment notification and email will always be sent.
-
Configured Slack notifications will be sent if the change requires a notification to be sent to all participants and stakeholders.
Are the regular dashboard emails generated if I select the Don't issue change notification check box?
Yes, if the user has dashboard notifications, they will still receive the email according to the configured schedule (daily, monthly, or weekly).
Email/Dashboard notifications FAQs
My process has changed, why did I not get a dashboard notification?
If you are the Process Owner/Process Expert and change the process, you will not receive a notification.
What determines when a process is due for review?
When a process has not been edited/reviewed for the number of months configured in the Admin > Configure > Dashboard > Number of months before processes are out of date in dashboard setting, the process becomes due for review .
The status of the notification is red when the due date is reached or passed and orange when review is due in within 10% of the set frequency. For example: when the review period is set to 6 months, the process status will turn orange 18 days before the review due date.
What are ALL STAFF notifications?
If a process has All STAFF set as one of the swimlane roles - changes to the process will trigger notifications for all users of the organisation.
How do I turn off notifications related to ALL STAFF swimlane role ?
Disable the Admin > Configure > Dashboard > Enable notifications for the ALL STAFF role setting, if you do not want to notify users of your organisation about changes to the process with ALL STAFF swimlane role.
How can I turn off new published process notification for Promasters?
Disable the Admin > Configure > Dashboard > Enable Promaster notifications on ALL NEWLY PUBLISHED processes setting.
When are the weekly dashboard notifications scheduled for?
The weekly dashboard emails will arrive at the same interval each week. This varies per region and is dependent on how many emails need to be sent out.
User should expect dashboard emails at the following times in each region:
- APAC: Tuesday 3 A.M. - 9 A.M.
- AMER: Monday 3 A.M. - 9 A.M.
- EMEA: Monday 3 A.M. - 9 A.M.