Managing Qualio Notifications

Qualio's notification system provides a centralized and streamlined way to manage your alerts and updates.

Centralized Hub: All your important Qualio updates in one place, both in-app and via email.
Personalized Control: Choose the notifications you want, how you want them.
Improved Efficiency: Focus on what matters most, resolve issues faster, and collaborate seamlessly.

Accessing Your Notifications

In-App Feed: View and manage your notifications directly within Qualio by clicking on the bell icon in the top navigation bar.

Email: Receive email notifications based on your configured preferences.

Configuring Your Notification Preferences

To personalize your notification settings:

Click on the bell icon in the top-right corner of Qualio.
Click on the gear icon.
Expand the desired notification type(s).
Toggle the desired notification method on/off. It will automatically save your changes.

Notification Types

You can choose to receive the following notifications in-app, via email, or both:

Important

Some notifications may be permission-based, meaning you'll only receive them if you have the appropriate role or access level within Qualio.
Notifications are only sent to users other than the one who initiated the action. For example, a document owner who is also an approver will not receive a notification when sending a document for approval, but other approvers will.

Action assigned: Notification that you have been assigned a task or form step to complete.
Action completed: Notifies you that a task on an event you own has been completed.
Approval complete: Notifies you all approvals for an item have been received.
Approval complete is triggered for Documents, Event steps (both content and forms), and Change Requests.
Approval declined: Notifies you an approval request has been declined.
When an approval is rejected across Documents, Event steps (both content and forms), and Change Requests.
Approval received: Notifies you an approver has approved your item.
An approval is received, but there are still pending approvals for document or event content step.
Approval request: Notifies you an item has been sent to you for approval.
When an approval is requested across Documents, Event steps (both content and forms), and Change Requests.
Change request: Notifies you that one or more of your documents have been added to a change request.
Draft updated: Notifies document owners that one or more existing draft documents they own have been updated to the latest template.
Made effective: Notifies relevant users when a new version of a document or event content step has been made effective.
New comment: Notifies you when a new comment has been left on an event task you're assigned to.
Owner assigned: Notifies you when you are assigned as the owner of a document, event, or event steps (both content and forms).
Review complete: Notifies you when all reviews for an item have been completed.
When the last reviewer of a document or event steps (both content and forms) has submitted their review.
Review request: Notifies you when an item has been sent to you for review.
Whenever a review is requested across a document or event steps (both content and forms).
Step completed: Notifies you when all tasks on an event task step you own have been completed.
Training assigned: Notification that you have a new training item to complete.

Module Specific Notifications

Detailed breakdown of notifications for each module in Qualio.

Documents Notifications

The table below lists all notifications related to Document functionality. Triggers are immediate; there is no significant delay between the action and notification.

Document Event	Trigger	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

Documents for Review Email Notification Example

Training Notifications

The table below lists all notifications related to training. Triggers are immediate; there is no significant delay between the action and notification.

Training Event	Trigger	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 Email Notification Example

Event Notifications

The table below lists all notifications related to Quality Events functionality. Triggers are immediate; there is no significant delay between the action and notification.

Task / Issue	Trigger	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.	Issue Owner
New comment added to task	User commented on a task	Task Owner, Issue Owner
All actions for an event have been completed	All tasks marked as complete	Issue Owner
An issue has been reassigned to you	Issue reassigned to user	New issue owner

Design Control Notifications

Design review	Trigger	Recipient(s)
A design review has been assigned to you to approve	Design review assigned to a user.	Approvers
A design review approval has been approved	User pressed the Approve button	Approval requester
A design review approval has been denied	User declined the Approval	Approval requester
Approval complete	All required approvals received for completion	Approval Requester, Design Control Owner

Supplier Approval Notification

Design review	Trigger	Recipient(s)
A supplier has been assigned to you to approve	Supplier approval assigned to a user.	Approvers
A supplier has been approved	User pressed the Approve button	Approval requester
A supplier approval has been denied	User declined the Approval	Approval requester
Approval complete	All required approvals received for completion	Approval Requester, Supplier Owner

Summary Emails

In addition to the in-app and email notifications outlined above, Qualio also sends summary emails to provide a consolidated overview of pending tasks and upcoming deadlines.

💡 Weekly Summary emails are not configurable through

the Notification Preferences

Weekly Summary

Sent every Monday, this email highlights document actions, training assignments, and quality events due within the next 10 days and up to 9 days overdue.

Trigger	Email Recipient
Every Monday, at 9:30am UTC.	Qualio users, in any role, with: Incomplete training Pending actions (review, approve and make draft documents effective, and periodic review of effective documents) Owner of quality events or tasks

Issues Weekly Digest (Quality Users Only)

Sent every Monday, this email lists all open events and the status of their associated steps.

Trigger	Email Recipient
Every Monday, at 9:35am UTC.	Quality Users only

Reminder window example

ABC Corp. has a Training Completion Period setting of 14 days.
Training is assigned on April 26, 2024 (a Tuesday).
User receives an immediate notification of newly assigned training.
The first summary email is sent on Monday, May 6, 2024.
Training is due on May 10, 2024 (14 days after assignment)
The second summary email is sent on Monday, May 13, 2024 with the due date highlighted in red to indicate training is overdue.
The third, and final, email summary is sent May 19, 2024, 9 days after the due date.