PolicyStat keeps policy owners and area managers updated on changes with their policies, collaboration comments, and the approval process. Because user needs may differ, the system allows users to customize their notification preferences. Many of the of the notification types are necessary to efficiently process policy reviews, but some can be turned off according to user preference.
Steps to Manage Notifications
- Login to the PolicyStat Admin Portal.
- Click on your name in the top right corner of the screen.
- Click the “Notifications” link from the drop-down menu.
- Click “Manage” under the Notification navigation on the left.
- Click the checkboxes to select or de-select the notification options.
- Click “Save” at the top of the page when your selections are made.
Notification Options
The following notification options are available. Best practice recommendations are noted in parenthesis.
- Email me Immediately when:
- A review set requires your attention (Not applicable. We do not use this feature.)
- A document requires your approval (Leave this on.)
- A document you control was approved (Leave this on.)
- A comment was made on a collaboration you are involved in (User preference – turning this off will stop notifications when others enter comments unless they specifically tag you in the comment.)
- A document you control was retired (Leave this on.)
- You were mentioned in a discussion (Leave this on.)
- A document was rejected (Leave this on.)
- Email me First Monday of each month when:
- An expiring document report is available (Leave this on.)
- Email me First day of each month when:
- There are inactive users still participating in approval flows (Turn this off. This will be monitored by the Policy Manager.)
- Email me Monday evenings when:
- Documents you manage have incomplete acknowledgements (Not applicable. We do not use this feature.)
- Documents have been assigned to you to acknowledge (Not applicable. We do not use this feature.)
- There were new users create this week (Turn this off.)
- Email me Every day when:
- Documents scheduled to become effective in 5 days (User preference – leaving this on will ensure that you are aware when the effective date is approaching. However, we do not often publish policies with future effective dates.)
- Pending documents to become effective in 5 days (User preference – leaving this on will ensure that you are aware when the desired effective date is approaching. However, it may not always be possible to approve and publish a policy by the requested date.)
- Email me Last day of each month when:
- A pending document has had no new approvals in the last 15 days or more. (User preference – leaving this on allows you to keep tabs on policies that have not made progress in the approval workflow.)
- Email me Last Monday of each month when:
- This monthly report informs you if any regulations have been added, revised, retired, or deleted. (Not applicable. We do not use this feature.)