Types of Email Notifications
There are four types of email notifications Qualio will automatically send to users based on triggers within Qualio.
All reminder and notification emails are sent notifications@qualio.com email address.
Summary Emails
Subject | Trigger | Email Recipient |
Weekly Summary |
| Qualio users, in any role, with:
|
Issues Weekly Digest |
| Quality Users only |
Weekly Summary Example
Reminder window example:
ABC Corp. has a Training Completion Period setting of 14 days.
Training is assigned on April 26, 2022 (a Tuesday).
Training is due on May 10, 2022 (14 days after assignment)
User receives an immediate notification of newly assigned training.
The first summary email is sent on Monday, May 2, 2022, within the 10 day window for upcoming due dates.
The second summary email is sent on Monday, May 9, 2022, within the 10 day window for upcoming due dates.
The third and final email summary is sent May 16, 2022, within the 9 day window for overdue training, with the due date highlighted in red to indicate training is overdue.
Document Lifecycle Notifications
The table below lists all email notifications related to Document functionality. Triggers are immediate; there is no significant delay between the action and notification.
Document Event | Trigger | Email Recipient(s) |
Document Review is complete | Last reviewer pressed "Mark as reviewed" button. | Document Owner |
Document has been approved | User clicked "Approve" button in the Document view. | Document Owner* and all listed approvers |
Document approval is declined | User pressed "Decline" button in the document view. | Document Owner* |
Document is made effective | User pressed "Approve" button in QE view. User approved a document (if "Make effective on approval" selected). User pressed "Make effective" button in Document view. | Document Owner and all Quality Users |
Draft document has been upgraded to match newest template version | User selected existing drafts using old template for update after modifying the template. | Document owner |
New document owner | User pressed "Change owner" button in document view and confirmed a new owner. | New document owner |
Document to be approved | User clicked "Send for approval" button in Document view. | Document Approver (unless also the owner) |
Reminder to approve document | User clicked "send reminder to selected" button in Activity report/Approval/Report details view. | Document Approver |
Document to be reviewed | User pressed "Send for review" button in document view. | Document Reviewer |
Reminder to review document | User clicked "Send reminder to selected" button in Activity report/Review/Report details view. | Document Reviewer |
Admin has assigned you documents to review | Admin removed user from company and reassigned the pending reviews | New Document Reviewer |
*Document Owners are not notified when they perform approval actions on their own documents.
Documents for Review Notification Example
Training Notifications
The table below lists all email notifications related to training. Triggers are immediate; there is no significant delay between the action and notification.
Training Event | Trigger | Email Recipient(s) |
Training to be completed | A document is approved that has the user listed as a trainee. | Trainee |
Reminder to complete training | User pressed the "Send reminder to selected" button in the detail view of a Training.
Weekly Summary email 7 days before and after training due date. | Trainee |
Training Required Notification Example
Event Notifications
The table below lists all email notifications related to Quality Events functionality. Triggers are immediate; there is no significant delay between the action and notification.
Task / Event | Trigger | Email Recipient(s) |
A task has been assigned to you | Task assigned to a user. | Task Owner |
A task has been closed | User pressed the Complete button and then the Complete Task button. | Event Owner |
Event Step to be reviewed | Event owner pressed "Send for review" button on event step. | Event Step Reviewer |
New comment added to task | User commented on a task | Step Owner, Event Owner |
Event Step has been reviewed | Event Step reviewer pressed the "Mark as reviewed" button | Event Owner |
Event Step to be approved | Event owner pressed "Send for approval" button on event step. | Event Step Approver |
Event Step was approved | Event Step Approver approved step. | Event Owner |
Event Step Approval was declined (with comments) | Event Step Approver declined approval. | Event Owner |
All actions for an event have been completed | All tasks marked as complete | Event Owner |
An issue has been reassigned to you | Issue reassigned to user | New issue owner |
Managing Qualio Emails with Your Inbox
In order to assure effective visibility on all activity in your eQMS, email preferences cannot be changed in Qualio. Rather, we suggest making a folder in your inbox called "Qualio Notifications", and route all your Qualio emails there.
