Generating Alerts for Process Control
You can set up the Process Control module to trigger email 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 email 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 email 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 data grid or the Process Control module, the system automatically generates email 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 email 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 email alerts because they are at Level 4 before the promote action. Users 3 and 4 receive email alerts because they are at Level 5, which is the current level after the promote action.
When the alert is generated, the user who performed the action receives a confirmation email. The confirmation email contains the action performed, the process units affected by the action, and the names of the users receiving the email alerts for each process unit.
To generate email alerts from Process Control: