Enhancing Information Flow with Email Notifications

Want to improve the information flow within your records management program? Consider email notifications.

Gimmal Physical allows you to configure a variety of notifications, automatically triggered when certain actions are taken. These notifications can enhance communication and ensure that relevant parties are always informed.

Benefits of Notifications

• Improved Communication: Ensure that records management personnel, end-users, and supervisors are kept informed about key actions and changes.

• Enhanced Accountability: Keep track of records requests, deletions, and approvals, ensuring accountability throughout the records management process.

• Efficient Records Management: Streamline operations by automating notifications for critical actions, reducing the need for manual follow-ups. 

Configuring Notifications

1. Navigate to Admin > Configure Notifications.

2. Select the type of notification you want to configure (see below).

3. Choose the appropriate action and specify the recipients. 

 Types of Notifications

Box Expungement Notifications:

• Purpose: Alert administrators when boxes are expunged.

• Recipient: Administrators.

Pending Approval Notifications:

• Purpose: Notify administrators when a box has the Box Status field set to '2 - Pending Approval'.

• Recipient: Administrators.

File Deletion Notifications:

• Purpose: Send a notification when files are deleted.

• Recipient: Administrators.

Post Due Box Notifications:

• Purpose: Inform administrators when boxes in their possession are past due.

• Recipient: Administrators.

Box Request Fulfillment Notifications:

• Purpose: Notify general users when a request for boxes is performed.

• Recipient: General users.

Box Fulfillment Notifications:

• Purpose: Send a notification when requests for boxes are fulfilled.

• Recipient: General users.

Box Request Notifications:

• Purpose: Alert administrators when another user requests boxes in their possession.

• Recipient: Administrators.

Notes and Important Items

• Important: Regularly review and update your notification settings to ensure they align with current operational needs.

• Reminder: Test notifications to confirm they are being sent and received as expected.

• Tip: Use specific and clear descriptions for each notification type to avoid confusion among recipients.

By leveraging the notification capabilities in Gimmal Physical, you can ensure that your records management processes are more efficient and responsive.