Who is this article for?

Administrators responsible for alert management.

Administrator permissions are required.

Notifications and escalations are optional, configurable alerts that notify specific users via email about new events, upcoming actions, or overdue tasks. These automated alerts help ensure timely responses to incidents, hazards, and compliance-related items within your system.

This article explains how to configure these to effectively communicate with your users.

Overview

Each type of alert is best used in specific situations:

• Notification – Triggered instantly by the creation or update of an event such as an Incident, Hazard, or Injury. For example, when an injury is reported via a web form or an existing event is updated to include hospitalisation details.

• Escalation – Triggered daily at a defined time based on dates or statuses that match specific criteria, such as an employee’s licence expiring or overdue maintenance for a plant item.

Accessing notifications and escalations

To configure a notification or escalation:

1. Click the Profile icon at the top of the screen.

2. Under the General section, select Notifications and Escalations.
   This will open the configuration screen where alerts can be managed.
   
   
   
   

Notifications and escalations can be displayed and configured in two ways:

• By Group – Define a group of users (e.g., Managers, Supervisors, or Executives) and select which alerts that group should receive. 

• By Notification/Escalation – Choose a specific trigger and then select the group(s) who will receive the corresponding alerts.
  
  

Configuring notifications and escalations

Adding a group

To add a group:

1. Click Add Group.

2. Enter a Name for the group.

3. Leave the Group Active box ticked. 

4. In the Region/Site field, select which site(s) the group should receive alerts for. 
   To include all sites, select the global level.

5. Click Add Person to include members in the group.

6. Choose the Person Type.

7. Click Save.

Repeat this process for all individuals you wish to add to the group.

Adding a trigger

To add a trigger:

1. Click Add Trigger.

2. Select the Type – Notification or Escalation.

3. Choose the Trigger Type.

4. Specify the Timing.
   This is only needed for escalations.

5. Click Save.

The configured Group and Triggers will now appear in the register. Repeat as needed for additional groups.

Adding contractors

Use the Company (Targeted) tab to notify contractor companies about expiring insurance policies or required Health & Safety inductions.

To add contractors:

1. Click Add.

2. Select a Trigger from the picklist.

3. Choose the Target (the recipient company or contact).

Managing escalations

You can enable or disable escalations globally.

To manage escalations:

1. Navigate to Settings.

2. Select General.

3. Select:

   • Stop Auto Escalations – Turns off all escalations for all groups (Notifications remain active).

   • Start Auto Escalations – Re-enables escalations for Active groups.
     
     

Scheduling escalations

To schedule escalations:

1. Go to Settings.

2. Select General.

3. Click Options and Preferences.

4. Enter the Delivery time.
   Make sure it's in a 24-hour format.

Configuring events

When configuring notifications or escalations for events such as injuries or illnesses, the Options and Preferences screen includes extra controls:

• Web Form Supervisor Notification – When enabled, the supervisor of a person involved in an event submitted via the Web Portal or Notify app is automatically notified.

• Event Description Control – When ticked, details from the Event Description field are included in the body of notification or escalation emails.
  Untick this option to keep event descriptions viewable only within Ideagen Workforce Safety.