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Custom Notifications - Changes/Quality

For Changes and Quality objects, standard Propel notifications are sent via email for the following purposes:

Request for an Approval
Change/Quality is Approved
Change/Quality is Recalled
Change/Quality is Rejected

These email notifications are sent out to all approvers. For example, when a Change/Quality is approved, all previous approvers receive an email. When an individual needs to approve a Change/Quality object, that individual receives an email. You do not need to do any configuration for these emails to be sent.

You may wish to set up additional notifications with custom emails. For example, you may wish to send an email to the Change Analyst Group when an ECO moves to the "Doc Control" phase. Or you may wish to notify a supplier who was not an approver when an ECO moves to the Approved phase. 

To do so you will follow these general steps.

A. Create custom fields: Change URL, Quality URL
B. Create Public Groups (optional)
C. Create a Phase Notification

Note that the end of this article contains sample email templates:

D. Sample Email Templates

 

A. Create custom fields: Change URL, Quality URL

1. Go to Setup, Create, Objects.

2. Open the Change object.

3. Create a new, custom field:

Data Type: Formula
Field Label: Change URL
Field Name (API Name): Change_URL
Formula Return Type: Text
(Next)
Enter this value for the actual formula: Left($Api.Partner_Server_URL_400, Find("force.com", $Api.Partner_Server_URL_400) + 9) & Id
(Next, Next, Save)

4. Now go to the Quality object.

5. Create a new, custom field on the Quality object:

Data Type: Formula
Field Label: Quality URL
Field Name (API Name): Quality_URL
Formula Return Type: Text
(Next)
Enter this value for the actual formula: Left($Api.Partner_Server_URL_400, Find("force.com", $Api.Partner_Server_URL_400) + 9) & Id
(Next, Next, Save)

 

B. Create Public Groups (Optional)

 

Create a Public Group for each set of people who should receive an email. Most configurations have at least this set of Public Groups:

Change Analyst Group
QA Group   (Quality Assurance)
RA Group   (Regulatory Affairs)

If you have a Supplier Portal and subcontractors will be logging into Propel, you will need a group for these supplier users. For example, if your contract manufacturer is Sanmina you will likely need this group:

Sanmina Employees

 

To create a Public Group:

1. Go to Setup, Manage Users, Public Groups.

2. Click New.

3. Enter the name of the group.

4. To add users to the group choose this option:

 5. Add users and save your changes.

 

C. Create a Phase Notification

1. Go to the Lifecycles tab.

2. Open the appropriate lifecycle, such as ECOs.

3. Click on the Phase Notification button.

Create New

  • Active (checked)
  • When Entering Phase: select the Phase that triggers the notification
  • Notification Type: Send Email (default); you may also optionally select Post Chatter
  • Recipient: select to whom to send the notification
    • Users/Groups and select the appropriate user or group
    • Owner, which will send to the owner user of the change or quality
    • Approvers on this Phase Only when the entering Phase is an approval phase, send to the approvers of the change or quality
    • Approvers from All Phases
  • Copy and paste the appropriate email template. Sample templates are below. Modify the wording as appropriate.

 

D. Sample Email Templates

 

Sample #1: Notify the Change Analyst Group when an ECO has reached the Doc Control phase.

*******************************

Dear member of the Change Analyst Group,

{!Change.Name} has been submitted for your review.

Title: {!Change.Title__c}

Click on this link to go to the ECO: <a href="{!Change.Change_URL__c}">{!Change.Change_URL__c}</a>

Thank you, Propel

*******************************

 

Sample #2: Notify a supplier when an ECO has reached the Approved phase. (Alternatively you can add a supplier as an approver and then you don't need a custom notification. If you don't want the supplier to be an approver then use a template similar to this one.)

*******************************

Dear Supplier,

{!Change.Name} has been approved and is ready for your implementation.

Title: {!Change.Title__c}

Click on this link to go to the ECO: <a href="{!Change.Change_URL__c}">{!Change.Change_URL__c}</a>

Thank you, Propel

*******************************

 

Sample #3: Notify the QA Group when a SCAR (Supplier Corrective Action) has reached the Quality Review phase.

 

*********************************

Dear member of the QA Group,

{!Quality.Name} has been submitted for your review.
Title: {!Quality.Title__c}

Click on this link to go to the SCAR: <a href="{!Quality.Quality_URL__c}">{!Quality.Quality_URL__c}</a>

Thank you, Propel

*********************************

 

Sample #4: Notify all approvers when an ECO has reached the Implemented phase:

*********************************

Dear Approver of {!Change.Name},

{!Change.Name} has been moved to the Implemented status. This is the final phase of the ECO. No action is required on your part; this notification is for your information only.

Click on this link to go to the ECO:<a href="{!Quality.Quality_URL__c}">{!Quality.Quality_URL__c}</a>

Thank you, Propel

*********************************

 

Sample #5: Notify the "Quality General Notification Group" when a Quality object, such as a Complaint, CAPA or SCAR, has reached the Closed phase:

*********************************

Dear member of the Quality General Notification Group,

{!Quality.Name} has been moved to the Closed status.
Title: {!Quality.Title__c}

Click on this link to go to the Quality record:<a href="{!Quality.Quality_URL__c}">{!Quality.Quality_URL__c}</a>

Thank you, Propel

*********************************

 

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