Configuring File Submission Email Notifications

Prerequisites: The 'Tracker Page', 'Administration Page' and 'General System Parameters' role functions must be enabled.

File Submission email notifications are pre-defined for you when you install RL6. However, you can modify the email notifications to be sent to file submitters at different points of the file life cycle:

  • File Submission - to notify the user that the file has been submitted successfully
  • File Update - to notify the user that updates have been made to the submitted file
  • File Close - to notify the user that the file has been closed.

To define the subject and body of file submission email notifications:

  1. In the Admin Center, click the General System Parameters link. The Module Preferences page is displayed.
  2. Locate the subject and body email parameters (i.e., SUBMISSION_EMAIL_SUBJECT, UPDATE_EMAIL_SUBJECT, CLOSE_EMAIL_SUBJECT, SUBMISSION_EMAIL_BODY, UPDATE_EMAIL_BODY, CLOSE_EMAIL_BODY)
  3. Click the Edit icon next to the parameter.
  4. Edit the content in the field provided using plain text or HTML text.
  5. Note: You can insert variables into the field. See Variables for File Submission Email Notifications
  6. Click the Save icon.

Once you have defined your email notifications to your satisfaction, locate the parameter used to control whether the file submission email (i.e., Send Submission Email, Send Update Email, Send Close Email) is used and set the parameter to True. The example shows a sample email containing variables such as the progress tracker.

File Submission Email Notification example

 

Table 10-3: Variables for File Submission Email Notifications

Variable

Description

{File ID}

Retrieves the ID number for the file.

{File State}

Retrieves the file state (i.e., New, In Progress, Closed).

{File Status}

Retrieves the status of the file (e.g., File Status: Resolved).

{File Type}

Retrieves the file type for the file.

{Last Updated By}

Retrieves the full name of the user who last updated the file.

{Submitted Date}

Retrieves the date of the file submission.

{MessageClosedThe test results are received via a message from the client integration engine to the RL integration engine. Each message may contain one or more test results; these test results only pertain to a single order. to Submitter}

Retrieves the contents of the Message to Submitter field used when a file is closed and the file manager enters information to be communicated back to the file submitter. If the field is used, the following text is appended to the email: "A message regarding the closure was included by the closer: {Message to Submitter}"

{EventClosedA patient or employee related occurrence which is recorded in paper or electronic format. Once recorded, an event file is reviewed by a file manager who may involve other individuals (e.g. using tasks and follow-ups features) to help investigate and resolve the event. Date}

Retrieves the date of the event.

Note: This is used for RL6:Risk only.

{Event Description}

Retrieves the description for the event.

Note: This is used for RL6:Risk only.

{Progress Tracker}

This variable displays the progress tracker. By default, this is used in the body of update email notifications.

Note: This cannot be used in email subject parameters and is for RL6:Risk only.

{Track file progress Button}

This variable displays the Track File Progress button which prompts the user to log in and access the submitted file in the File Submission Tracker page.

Note: This cannot be used in email subject parameters and is for RL6:Risk only.

{Count of My Closed FilesClosedThe electronic record created when a user submits an incident report, such as a fall or medication error, or when a patient provides feedback. Some organizations refer to files as events, reports, or cases. per year}

Calculates the number of submitted files that have been closed in the current year.