Generating Alerts for Process Control

You can set up the Process Control module to trigger e-mail alerts based on a change of status in process control. You can set up alerts for these actions: First Pass, Review levels 1 through 10, Submitted, Approved, or Published. Alerts are not generated when the process unit is at the Not Started level or for the Sign Off action.

Before an e-mail alert can be generated, you must enable the Supports Process Management=A attribute for the Scenario dimension in the metadata file. When you enable this attribute, the scenario generates e-mail alerts during the review process for the users that have the security rights to receive them.

When a process review action is performed in a Web data grid or the Process Control module, the system automatically generates e-mail alerts to the appropriate users for the action, according to the scenario setting and security rights set up by the administrator. For example, when a process unit is promoted to the next level, only the users with appropriate access rights to the process unit at that review level can receive the alerts.

The system sends e-mail alerts to the users at the prior level before the process control action, and to the users at the current level after the action. For example, User 1 and User 2 both have Reviewer 4 role access, and User 3 and 4 have Reviewer 5 role access. When the process unit is at Level 4 and is promoted to Level 5, User 1 and 2 receive e-mail alerts because they are at Level 4 before the promote action. Users 3 and 4 receive e-mail alerts because they are at Level 5, which is the current level after the promote action.

When the e-mail alert is generated, the user who performed the action receives a confirmation e-mail. The confirmation e-mail contains the action performed, the process units affected by the action, and the names of the users receiving the e-mail alerts for each process unit.