The information a user will receive will depend on the role they play within GEMS.
Submitters will receive emails highlighting:
When one of their change requests is rejected - and any rejected comments lodged by the approver
When one of their change requests is fully approved - with modified comments if applicable
Approval Notification settings may be configured by an administrator on the GEMS user account: Username > User Details > General Email Settings
Approvers will receive emails highlighting:
Any change requests currently awaiting their approval.
When approvals occur on changes that have been “awaiting further approval” - with modified comments if applicable
When rejections occur on changes that have been “awaiting further approval” - with rejection comments & modify comments if applicable
When approvals occur by someone else on their approval level if they have not actioned it
Submitters will receive emails highlighting:
When one of their change requests is rejected - and any rejected comments lodged by the approver
When one of their change requests is fully approved - with modified comments if applicable
Please note: Approval emails will be sent separately from Email digests.
Email Configuration Settings
Approval Notification settings may be configured by the user or an administrator on the GEMS user account: Username > User Details > General Email Settings
When opting to receive approval emails there are three options available:
Awaiting Action Email - This will send users an email if there are requests sitting in their Rejected or Awaiting My Approval tabs.
2. Detailed Approvals Change report – This will send an email with a summary of every action that has occurred on each change request since the previous summary email.
3. All Approval Emails – This will send both above options to the user.
Please note: Users can opt to receive certain awaiting action emails immediately - ensuring instant notification of when a request is made instead of waiting for the GEMS email queue to be processed. A breakdown of the options available for each email setting is shown in Table 1: User Details - Approval Email Frequency Settings.
Table 1: User Details - Approval Email Frequency Settings
User Setting: Approval Emails | Awaiting Action Email Format | Email Template | Frequency | Send Me Awaiting Action Emails Immediately |
All Approval Emails | One Email per Individual Change Request | Approvals - Detailed Awaiting Approver (Submitter) Review | Send Immediately OR Queue up (hosted approximately 2 hours) | Yes |
One Email Per Multiple Change Request | Approvals - Detailed Awaiting Approver (Submitter) Review | Queue up (hosted approximately 2 hours) | N/A |
|
Awaiting Action Emails Only | One Email per Individual Change Request | Approval - Detailed Awaiting Approver (Submitter) Review | Send Immediately OR Queue up (hosted approximately 2 hours) | Yes |
One Email Per Multiple Change Request | Approvals – Awaiting Approver (Submitter) Review | Queue up (hosted approximately 2 hours) | N/A |
|
Detailed Approval Change Report Only | N/A | Approvals– Detailed Approver (Submitter) Change Report | Queue Up (Daily Summary) | N/A |
Please note: The option to “Send Awaiting Action Emails Immediately” will only be made available when a compatible Awaiting Action Email format is chosen. Please see Table 1: User Details - Approval Email Frequency Settings for details.
The frequency in which the “Approvals - Detailed Change Report” should run can be configured within the “Job Queue” in GEMS.
Please note: The Job Queue section of GEMS is only available to GEMS Administrators
Within the “Scheduling Details” section of the specified Job, Administrators can state the Time and Days in which the Job should be processed.
