- Concluded Checklist
- Checklist in Progress
- Checklist in Analysis
- Approved Checklist
- Disapproved Checklist
- Reopened Checklist
- Deleted Checklist
- Frequently Asked Questions (FAQ)
In this article, we detail all the behaviors and requirements for sending notification emails related to checklists.
Concluded Checklist
Basic rule
Adds the emails of active users who meet all of the following rules to the recipient list:
- "Checklists > Concluded" notification is active;
- Has a link to the unit of the applied checklist;
- Has the "Email" link with the applied checklist;
- Has a link to one or more departments of the applied checklist (if the company has the Departments module)
Emails in copy
Adds the emails registered in the "Sharing" screen of the evaluation to the recipients.
Unit emails
Sent in cases of checklists with the option "Notification" > "Does the unit receive an email for this checklist?" active.
Submitter email
Sent if the checklist has the option "Notification" > "Does the user receive emails for the checklists applied by them?" active.
Email based on Checklist Classification
Adds the emails of users who meet all of the following rules to the recipient list:
- Has an email registered in the classification, for checklists with the option "Reports > Checklist Classification" active
- Has one or more configured classifications (check the email list in the "and notifies emails" section)
- The checklist score fell within the range of the configured classification (between "From" and the next registered score)
Checklist in Progress
This email can be sent in two formats:
- Standard: sends the same information in the email body as the legacy Concluded email (except for the end date)
- Report in the email body: displays items and answers in the email body
Note: The recipient rules are the same for both formats and identical to the Concluded Checklist, except that the active notification type is "Checklists > In Progress" instead of "Checklists > Concluded".
Checklist in Analysis
Email with subject "Checklist in Analysis"
Sent to the submitter when the checklist has the option "Notification" > "Does the user receive emails for the checklists applied by them?" active. This email is only sent during the first analysis stage, verifying if the last action in the history was the conclusion.
Notes: When the checklist is concluded - and the rules are met - this email will be sent in case of further analysis stages. After the end of the analysis, this email is not sent.
Email with subject "Checklist waiting for analysis"
Sent to submitters, with two possible recipient rules if the checklist has an analysis flow.
Sequential flow
Adds the emails of active users who have a link to the unit of the applied checklist to the recipient list:
- And have an "Email" type link with the applied checklist (Checklists > Users tab);
- And have an "Apply" OR "Report" type link with the applied checklist;
- And belong to the User Type of the current stage of the applied checklist's analysis;
- And, if a specific user is defined for the stage, this user is also added to the recipient list.
Notes: Having a specific user does not override any of the other rules; If the submitter's address is in the recipient list, it is removed to avoid receiving both "Checklist waiting for analysis" and "Checklist in Analysis" emails together; Emails registered in the "Sharing" screen (during application) are also added to the recipient list.
Non-sequential flow
Adds the emails of active users who meet all of the following rules to the recipient list:
- Has a link to the unit of the applied checklist;
- Has an "Email" link with the checklist (Checklists > Users tab);
- Has a link to one or more Departments of the applied checklist (if the company has the Departments module);
- User is in a User Type that can approve the checklist, having the permission "Approve/Disapprove checklists" active in its configuration (Settings > User Types);
- Is in the configuration list "Analysis flow > User types that can analyze checklists" (Checklists > Registration data tab);
Note: Does not take into account if the "Checklists > In Analysis" notification is active
Approved Checklist
The "Approved Checklist" email is sent - in case of automatic evaluation approval - when the checklist has the following configurations:
- Analysis flow > Sequential analysis flow active;
- Analysis flow > "Checklist has a deadline to be analyzed" active;
- Analysis flow > "Automatic action to be performed when the deadline expires" > "Approve the checklist" option selected;
Rules to determine the author of automatic approval
- Belong to the User Type configured in the analysis stage the checklist is currently in;
- Have a link to the unit of the applied checklist;
- Have a link to one or more departments of the applied checklist (if the company has the Departments module);
- Be active;
- And, if a specific user is defined for the stage, be that user (having a specific user does not override any of the other rules);
Notes: If the list above returns only 1 user, they will be the one who approves and receives the email. If the list above returns more than 1, the first (by order of creation) will be the one who approves and receives the email. If the list above is empty, the first active administrator of the company (by order of creation) will be considered the one who approves and receives the email.
Disapproved Checklist
The email is sent to the active user who performed the disapproval (manual or automatic), when they have all the links below:
- Link to the unit of the applied checklist;
- "Email" link with the applied checklist ("Users" tab);
- Link with 1 or more departments of the applied checklist (if the company has the Departments module);
Reopened Checklist
Adds the emails of active users who meet all of the following rules to the recipient list:
- "Checklists > Reopened" notification active;
- Has a link to the unit of the applied checklist;
- Has the "Email" link of the applied checklist ("Users" tab);
- Link with one or more departments of the applied checklist (if the company has the Departments module);
Note: Always adds the submitter's email to the recipient list and does not take into account the option "Notification > Does the user receive emails for the checklists applied by them?" active in the applied checklist
Deleted Checklist
This email is sent only in case of automatic deletion, to the active user defined as the author of the deletion.
Rules to determine automatic deletion
- Analysis flow > "Sequential analysis flow" active;
- Analysis flow > "Checklist has a deadline to be analyzed" active;
- Analysis flow > "Automatic action to be performed when the deadline expires" > "Delete the checklist" option selected;
Rules to determine author of automatic deletion
- Belong to the User Type configured in the analysis stage (that the applied checklist is currently in);
- Have a link to the unit of the applied checklist;
- Have a link to one or more departments of the applied checklist (if the company has the departments module);
- Be active;
- And, if a specific user is defined for the stage, be that user (having a specific user does not override the other rules);
Frequently Asked Questions (FAQ)
1. Why didn't the submitter receive the conclusion email?
Check if the option "Does the user receive emails for the checklists applied by them?" is active in the checklist notification settings.
2. Who receives the checklist waiting for analysis notification in the sequential flow?
Active users linked to the unit, with an email link in the checklist, and who belong to the user type defined for the current analysis stage.
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