Purpose Statement
The purpose of this Knowledge Base article is to demonstrate how to configure Update Notifications for ITM report submissions within ITM Setup.
Update Notifications allow your agency to establish workflows that automatically respond when an ITM submission updates a system to a specified status. These workflows can include sending email notifications and scheduling a compliance check.
Background Information
Update Notifications help agencies manage ITM submissions based on changes to a system's status.
Update Notification workflows can be configured for the following system statuses:
- Compliant
- Non-Critical Deficiency
- Critical Deficiency
- Impairment
For each applicable status, agencies can establish a workflow that may include:
- Notifying designated individuals by email.
- Automatically scheduling a compliance check.
- Assigning the resulting inspection to an individual user or team.
- Establishing when the follow-up inspection should be scheduled.
This allows agencies to create different notification and follow-up workflows based on the system status reported through an ITM submission.
Required Permissions
Access to ITM Setup and the ability to configure Update Notifications are required to complete this process.
Note: Confirm the appropriate ITM administrative permissions with your agency's First Due administrator before proceeding. The specific permission name could not be verified from the available information.
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Step-by-Step Guide
1. Navigate to Update Notifications
Navigate to ITM > ITM Setup > Update Notifications.
2. Select a System Status
Select the system status for which you want to establish an Update Notification workflow.
Available statuses include:
- Compliant
- Non-Critical Deficiency
- Critical Deficiency
- Impairment
Each status can be used to establish a workflow for ITM submissions that include an update to that system status.
3. Configure Notifications
Use Notifications to designate individuals who should receive an email notification immediately after an ITM submission with the selected system status is received.
Configure the notification recipients based on who should be informed of submissions for that particular status.
4. Configure Compliance Checks
Under Compliance Checks, select Schedule Compliance Check when a compliance check should be automatically created for an ITM submission with the selected system status.
- Select the Inspection Type that should be used for the automatically scheduled compliance check.
- Choose whether the inspection should be assigned to an individual user or a team.
- Select the appropriate user or team for the inspection assignment.
5. Configure Schedule To
Use Schedule To to establish when the inspection should be scheduled.
Available scheduling options include:
- Will Call
- Today
- Within a specified number of calendar days
- Within a specified number of business days
Select the option that aligns with your agency's compliance and follow-up workflow.
6. Configure Additional Status Workflows
Repeat the configuration process for any additional system statuses that require an Update Notification workflow:
- Compliant
- Non-Critical Deficiency
- Critical Deficiency
- Impairment
Configure each status according to your agency's notification and follow-up requirements.
Best Practices
- Configure each system status independently based on your agency's procedures and follow-up requirements.
- Consider which statuses require immediate notification versus routine follow-up.
- Select notification recipients who are responsible for reviewing or acting on the applicable system status.
- Use automatic compliance checks when consistent follow-up is required.
- Verify the selected inspection type and assignee before relying on an automated compliance check workflow.
- Consider the difference between calendar days and business days when establishing follow-up timelines.
- Periodically review Update Notification settings to ensure assignments, notification recipients, and scheduling requirements remain current.
Troubleshooting & FAQs
Which system statuses can have Update Notifications configured?
Update Notification workflows can be configured for Compliant, Non-Critical Deficiency, Critical Deficiency, and Impairment system statuses.
Do all system statuses need to use the same Update Notification workflow?
No. Each system status can be configured based on your agency's notification and follow-up requirements.
Why isn't a compliance check being automatically scheduled?
Verify that Schedule Compliance Check is enabled for the applicable system status and that the appropriate inspection type, assignment, and scheduling options have been configured.
Why isn't someone receiving an email after an ITM submission is received?
Review the Notifications configuration for the applicable system status and confirm that the appropriate individuals have been designated to receive notifications.
Can I control when the follow-up inspection is scheduled?
Yes. Schedule To allows you to select Will Call, Today, or a specified number of calendar or business days.
Can the compliance check be assigned to a team instead of an individual?
Yes. The workflow allows the inspection to be assigned to either an individual user or a team.