Notification System

Notification System Overview

The Approval Management module includes a comprehensive notification system that keeps users informed about approval events, deadlines, and workflow progression through multiple communication channels.

Approval Notifications

User Assignment

New Assignment Notifications

• Assignment Alerts: Notifies users of new approval assignments
• Assignment Details: Provides complete assignment information
• Deadline Information: Includes deadline and urgency information
• Action Links: Direct links to approval actions

Assignment Reminders

• Reminder Notifications: Sends reminders for pending approvals
• Escalation Alerts: Alerts when approvals are approaching deadlines
• Urgency Notifications: Notifies about urgent approval requirements
• Follow-up Reminders: Follow-up reminders for overdue approvals

Outcome Submission

Submission Notifications

• Submission Alerts: Notifies when approvals are submitted
• Outcome Information: Provides submission outcome details
• Workflow Updates: Updates on workflow progression
• Next Steps: Information about next steps in workflow

Completion Notifications

• Completion Alerts: Alerts when approval processes complete
• Final Outcomes: Provides final approval outcomes
• Workflow Results: Shows workflow results and next actions
• Summary Information: Summary of completed approval process

Workflow Progression

Progression Updates

• Status Updates: Notifies about workflow status changes
• Stage Transitions: Alerts when workflows move to new stages
• Milestone Achievements: Notifies about milestone completions
• Progress Tracking: Updates on overall workflow progress

Escalation Alerts

• Timeout Alerts: Alerts when approvals are approaching timeout
• Escalation Notifications: Notifies about escalation to backup approvers
• Urgency Escalation: Escalates urgent approval requests
• Management Alerts: Alerts management about critical delays

Notification Methods

Email Notifications

Email Features

• Rich Content: Rich email content with detailed information
• Action Buttons: Direct action buttons in email content
• Template System: Professional email templates
• Customization: Customizable email content and styling

Email Configuration

• Frequency Control: Control email notification frequency
• Digest Options: Digest email options for multiple notifications
• Time Preferences: Set preferred notification times
• Unsubscribe Options: Easy unsubscribe and preference management

SMS Notifications

SMS Features

• Urgent Alerts: SMS for urgent approval notifications
• Concise Messages: Short, actionable SMS messages
• Quick Actions: Quick action responses via SMS
• Delivery Confirmation: SMS delivery confirmation

SMS Configuration

• Urgency Settings: Configure SMS for urgent notifications only
• Time Restrictions: Set time restrictions for SMS notifications
• Number Management: Manage SMS phone numbers
• Opt-out Options: Easy SMS opt-out options

WhatsApp Notifications

WhatsApp Features

• Rich Media: Support for rich media content
• Interactive Messages: Interactive message buttons
• Status Updates: Real-time status updates
• Group Notifications: Group notification capabilities

WhatsApp Integration

• API Integration: WhatsApp Business API integration
• Message Templates: Pre-approved message templates
• Contact Management: Manage WhatsApp contacts
• Delivery Tracking: Track message delivery and read status

App Notifications

In-App Features

• Real-time Notifications: Real-time in-app notifications
• Notification Center: Centralized notification center
• Action Integration: Direct action integration from notifications
• Notification History: Complete notification history

App Configuration

• Notification Preferences: Configure notification preferences
• Sound and Visual: Customize notification sounds and visuals
• Priority Settings: Set notification priority levels
• Do Not Disturb: Do not disturb mode settings

Notification Configuration

Users can configure their notification preferences to control when and how they receive approval notifications.

User Preferences

• Channel Selection: Choose preferred notification channels
• Frequency Control: Control notification frequency
• Time Preferences: Set preferred notification times
• Urgency Levels: Configure urgency level notifications

Notification Types

• Assignment Notifications: Configure assignment notifications
• Reminder Notifications: Set reminder notification preferences
• Completion Notifications: Configure completion notifications
• Escalation Notifications: Set escalation notification preferences

Notification Management

Comprehensive notification management ensures effective communication and user satisfaction.

Notification Tracking

• Delivery Tracking: Track notification delivery status
• Read Receipts: Track notification read status
• Response Tracking: Track user responses to notifications
• Analytics: Notification analytics and reporting

Notification Optimization

• Smart Scheduling: Smart notification scheduling
• Frequency Optimization: Optimize notification frequency
• Content Optimization: Optimize notification content
• Channel Optimization: Optimize channel selection

Best Practices

Notification Design

• Clear Content: Ensure notification content is clear and actionable
• Appropriate Timing: Send notifications at appropriate times
• Channel Selection: Choose appropriate channels for different notifications
• User Control: Give users control over notification preferences

User Experience

• Minimize Disruption: Minimize notification disruption
• Actionable Content: Provide actionable notification content
• Consistent Experience: Maintain consistent notification experience
• Feedback Integration: Integrate user feedback for improvement

Common Scenarios

Urgent Approvals

For urgent approvals, configure SMS and WhatsApp notifications to ensure immediate awareness and response.

Regular Approvals

For regular approvals, use email and in-app notifications to provide detailed information without disruption.

Bulk Approvals

For bulk approval scenarios, use digest notifications to avoid notification overload while maintaining awareness.