Purpose Statement

The Notifications Tab in the Assets Module Setup allows module managers to configure automated alerts for key asset management events. These notifications help ensure timely awareness of work order activity, service status changes, checklist compliance, and inventory needs—improving operational readiness and accountability.

Background Information

The Notifications feature sends alerts from assets@firstdue.com when configured system events occur. These alerts can be delivered via email or in-system notifications depending on the notification type.

Notifications are commonly used to:

• Alert maintenance teams of new or updated work orders
• Notify personnel of apparatus or equipment service status changes
• Monitor overdue or missed checklist activity
• Track inventory levels and expiring items
• Provide visibility into purchasing activity

Prerequisites:

• Assets Module enabled
• Module Manager permissions
• Users, groups, ranks, or teams created
• Missed Check setting enabled in System Settings (for missed check notifications)

Required Permissions

Module Manager - Full access to configure all notification settings within the Assets Module Setup

Video

Step-by-Step Guide

1. Accessing the Notifications Setup

• Click on Assets in the main navigation menu
• Click on Setup in the Assets module menu
• Click on Notification to access the notifications configuration page

2. Understanding Notification Email Settings

• Notifications are sent from assets@firstdue.com
• Delivery methods include:
  • Email
  • System Notification
• Multiple delivery options can be selected per notification type

3. Configuring Notification Types

• Enable a notification using the toggle switch (turns blue when active)
• Select delivery method(s): Email and/or Notification
• Add recipients:
  • Users
  • Groups
  • Ranks
  • Teams

Key Notes:

• Multiple recipients can be assigned
• Teams are recommended for redundancy

4. Configure Agency Notifications

Service Status Changes

• Sends notifications when an asset’s service status changes (e.g., in service, out of service, maintenance)
• Provides real-time visibility into apparatus/equipment availability
• Helps operations and command staff make informed deployment decisions
• Recommended recipients:
  • Supervisors
  • Fleet managers
  • Dispatch or command staff

Work Order Notifications

Work Order Created

• Triggers when a new work order is submitted
• Ensures maintenance teams are immediately aware of new requests
• Helps reduce delays in triage and assignment

Work Order Updated

• Triggers when any changes are made to a work order (notes, assignments, details, etc.)
• Provides visibility into ongoing updates and collaboration
• Best used for supervisors or stakeholders monitoring activity

Work Order Status Changed

• Triggers specifically when the status field changes (e.g., open → in progress → completed)
• Helps track workflow progression and completion
• Useful for requestors and supervisors who need status visibility

Idle Work Order Notification

• Triggers when a work order has no activity for a defined number of days
• Requires input of number of days idle before triggering
• Identifies stalled or neglected work
• Used as an escalation tool for overdue maintenance

Overdue Checklist Notifications

• Triggers when a checklist becomes overdue
• Maintains accountability for end users when checklists are not completed by scheduled timeframe
• Requires a Time to Notify
• Applies to:
  • Apparatus
  • Equipment
  • Locations
  • Kits
• Should align with checklist due times
• Helps catch incomplete checks before they become missed

Missed Check Notifications

• Triggers when a checklist reaches missed status
• Once a checklist has become missed in the system it cannot be retrieved or altered
• Up to four separate notification toggles available
  • Apparatus
  • Equipment
  • Locations
  • Kits
• Each toggle requires:
  • A specific time of day
  • Assigned recipients

Inventory & Expiration Notifications

Below Minimums

• Triggers when inventory falls below defined minimum levels
• Helps prevent stock shortages and operational disruption
• Best assigned to logistics or supply personnel
• Supports proactive inventory management

Expiring Items

• Sends reminders before items reach expiration
• Up to three reminder intervals can be configured
• Recipients must be assigned
• Use multiple reminders for critical items
• Space reminders based on replacement or procurement timelines

Purchase Order Notifications

Purchase Order Creation

• Triggers when a purchase order is created
• Notifies personnel involved in purchasing, approvals, or logistics

Purchase Order Status Changed

• Triggers when the status of a purchase order changes
• Helps keep stakeholders informed as the purchase order moves through its workflow
• Useful for notifying staff when a purchase order is updated to statuses such as submitted, approved, ordered, received, or closed, based on your agency’s process

Considerations:

• Best used for purchasing staff, approvers, logistics personnel, or supervisors who need visibility into the purchase order lifecycle
• Helps improve communication between request, approval, ordering, and receiving steps

5. Saving Your Configuration

• Click Save at the top of the page
• Confirm settings are applied
• Test notifications to verify recipients and timing

Best Practices

• Assign notifications based on responsibility, not convenience
• Use teams to prevent gaps in coverage
• Avoid enabling unnecessary notification types for all users
• Align notification timing with operational schedules
• Use idle and missed notifications as escalation tools
• Regularly review and update recipients

Troubleshooting & FAQs

Q: Why are my missed check notifications not sending?
A: Ensure:

• Missed Check setting is enabled in System Settings
• A time is configured
• Recipients are assigned
• Changes were saved

Q: What’s the difference between Work Order Updated and Status Changed?
A: Updated = any edit to the record. Status Changed = only when the status field changes.

Q: Why am I getting duplicate notifications?
A: Some notifications are sent in addition to assigned users on records (work orders, purchase orders).

Q: Can I send multiple missed check notifications per day?
A: Yes, up to four scheduled times.