Emails

Overview

The software automatically sends emails when a certain action is taken or a milestone is reached in the software. The software has a base configuration setting for certain organisational and assessment team role types which are detailed below.

See Account Settings - Notifications to learn how your organisation can set up customised recipients (outside of the base configuration below), forwarding the below emails to other email addresses.

Summary of automated email base configurations

Ref #	Email name	Trigger	Recipient	Authority PDF Notice type in email
1	Your document is ready (Part 1 - Forms)	Status: Preparation - Applicant uses ‘Publish’ button	Applicant ‘Application manager’	N/A
2	Your document is ready (Part 2 - Supporting Documents)	Status: Preparation - Applicant uses ‘Publish’ button	Applicant ‘Application manager’	N/A
3	Your document is ready (Part 3 - Plans and drawings)	Status: Preparation - Applicant uses ‘Publish’ button	Applicant ‘Application manager’	N/A
4	Your document is ready (Part 4 - Specialist information and other)	Status: Preparation - Applicant uses ‘Publish’ button	Applicant ‘Application manager’	N/A
5	Application is lodged	Status: Preparation - Applicant uses ‘Publish’ button	Applicant ‘Application manager’	N/A
6	a. Confirmation notice is published	Status: Validating - Authority uses ‘Publish’ button for a Confirmation notice	Applicant ‘Application manager’	Confirmation notice
	b. Action notice is published	Status: Validating - Authority uses ‘Publish’ button for an Action notice	Applicant ‘Application manager’	Action notice
	c. Action notice response is published	Status: Further action - Applicant uses ‘Publish’ button	Authority ‘Admin’ Authority ‘Assessment manager’	N/A
	d. Notice of no information request is published	Status: Information request - Authority uses ‘Publish’ button for a Notice of no information request	Applicant ‘Application manager’	Notice of no information request
	e. Information request is published	Status: Information request - Authority uses ‘Publish’ button for an Information request	Applicant ‘Application manager’ Authority ‘Assessment manager’	Information request
	f. Information request response is published	Status: Further information - Applicant uses ‘Publish’ button	Authority ‘Assessment manager’ Authority ‘Collaborator’	N/A
	g. Further advice is published	Status: Evaluation or Public Notification - Authority uses ‘Publish’ button for a Further advice	Applicant ‘Application manager’	Further advice
	h. Further advice response is published	Status: Further advice - Applicant uses ‘Publish’ button	Authority ‘Assessment manager'	N/A
	i. Application placed on hold	Status: Various (after Preparation, before Decided) - Authority selects ‘On hold’ using the ‘Update status’ function	Authority ‘Assessment manager' Authority ‘Admin’	N/A
	j. Changed application is published	Status: On hold - Applicant uses ‘Publish’ button	Authority ‘Assessment manager’ Authority ‘Admin’	N/A
	k. Manual status change	Status: Various (after Preparation, before Decided) - Authority uses ‘Update status’ feature	Applicant 'Application manager'	N/A
	k. Manual status change	Status: Withdrawn - Application manager uses 'Update status' feature	Authority ‘Assessment manager’	N/A
	l. Decision notice is published	Status: Finalising decision - Authority uses ‘Publish’ button	Applicant ‘Application manager’	Decision notice & Conditions
7	Assessment Reminder	When user choose to send a reminder in the reporting step	Assessor	N/A
8	Invitation to join team	Any new team member is added using Team function (for an application)	Invited member	N/A
9	Invitation to join organisation	Any new member is added to the organisation	Invited member	N/A
10	Email confirmation	New user registers account/email	User	N/A
11	Update password	User uses forgot/update password function	User	N/A
12	Coordinator review required	Status: Various - when coordinator review process is started - eg. user selecting ‘Yes’ to a question about whether coordinator review and authorisation required	Authority ‘Coordinator’	N/A
	Coordinator review complete - no changes required	Coordinator has completed their review of a notice/report AND published document	Authority ‘Assessment manager’ or ‘Admin' (depending on author of document)	N/A
	Coordinator review complete changes required	Coordinator has completed their review of a notice/report AND opted to send back to the Assessment manager/Admin for changes	Authority ‘Assessment manager’ or ‘Admin' (depending on author of document)	N/A
13	Document ready to review and download	When “Generate preview” selected at Publish step	User	N/A
14	Collaborator tasks completed	When Collaborator completes all assessment tasks (including Supervisor review where required)	Authority ‘Assessment manager’	N/A