Purpose Statement

The Notifications Tab in the Assets Module Setup allows module managers to configure automated email alerts for critical asset management events. This feature ensures timely communication about work orders, checklist requirements, and expiring items by sending notifications to designated users or teams. By configuring these alerts, agencies can improve response times, maintain compliance with maintenance schedules, and prevent equipment downtime.

Background Information

Automated notifications are essential for proactive asset management in fire and EMS operations. The Notifications feature sends email alerts from assets@firstdue.com when specific conditions are met, such as idle work orders, overdue checklists, or items approaching expiration dates.

Common Use Cases:

• Alerting maintenance teams when work orders remain unaddressed
• Notifying supervisors of overdue vehicle inspections or equipment checks
• Reminding personnel about approaching certification or equipment expiration dates
• Escalating critical maintenance issues to appropriate teams

Prerequisites:

• Assets Module access enabled for your agency
• Module Manager permissions
• Users or teams already created in the system to receive notifications

Required Permissions

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

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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

• Note that notifications will be sent from the email address assets@firstdue.com.

Important: The option to select a custom agency email address is currently disabled and reserved for future use.

3. Configuring Notification Types

• To enable a notification, click the toggle switch. When enabled, the toggle will turn blue.
  
• Select a delivery option of Email to send notifications to the listed email address in the user's profile.
  
• Select a delivery option of Notification to generate a system notification to be sent to the recipient. 
  
• Delivery options are a multi-select option.
• Begin typing the name of the user, group, rank, or team in the recipient field and select from the dropdown list.
  

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Key Options:

• Notifications can be sent to individual users or entire teams
• Multiple recipients can be added for each notification type

4. Setting Notification Timing Parameters

Note - Email is the only delivery option available for all notification timing parameters.

For Idle Work Order Notifications:

• Select the number of days that a work order must remain idle before triggering a notification.
  
• Type the name of the user, group, rank, or team in the recipient field and select from the dropdown list.

For Overdue Checklist Notifications:

• Select the time threshold for when overdue notifications should be sent.
  
• This applies to Apparatus, Equipment, Location, and Kit checklists.
• Type the name of the user, group, rank, or team in the recipient field and select from the dropdown list.

For Expiring Items and Below Minimums Notifications:

• For Below Minimums, type the name of the user, group, rank, or team in the recipient field and select from the dropdown list.
  
• For Expiring Items, type the name of the user, group, rank, or team in the recipient field and select from the dropdown list.
• Configure up to three separate reminder notifications at different intervals before the expiration date.
  

Note: All three expiration reminders are optional. To receive only one or two notifications, leave the remaining notification fields blank.

5. Purchase Order Notification Types

1. To enable a notification, click the toggle switch. When enabled, the toggle will turn blue.
   
2. Select a delivery option of Email to send notifications to the listed email address in the user's profile.
   
3. Select a delivery option of Notification to generate a system notification to be sent to the recipient. 
   
4. Delivery options are a multi-select option.
5. Begin typing the name of the user, group, rank, or team in the recipient field and select from the dropdown list.

6. Saving Your Configuration

• When finished configuring all desired notifications, click Save at the top of the page to apply your changes.

Best Practices

Do:

• Configure multiple escalation reminders for critical expiring items (certifications, SCBA bottles, medications)
• Send work order notifications to teams rather than individuals to ensure coverage during absences
• Test notifications after initial setup to verify delivery and recipient accuracy
• Review and adjust idle work order thresholds based on your agency's typical response times
• Set earlier notification windows for items requiring vendor orders or extended procurement times

Don't:

• Enable all notifications without considering recipient workload and alert fatigue
• Set expiration reminders too close to the deadline, leaving insufficient response time
• Forget to update notification recipients when personnel roles change
• Leave critical notification types disabled assuming manual oversight is sufficient

Common Mistakes to Avoid:

• Sending all notifications to a single user, creating a bottleneck
• Setting idle work order thresholds too short, generating excessive alerts
• Configuring only one expiration reminder for time-sensitive certifications
• Not coordinating notification timing with existing agency workflows

Troubleshooting & FAQs

Q: Why aren't my notifications being delivered?

A: Check the following:

• Verify the toggle is enabled (blue)
• Confirm recipients are spelled correctly and exist in the system
• Check spam/junk folders for emails from assets@firstdue.com
• Ensure the timing threshold has been met for the notification type
• Verify the Save button was clicked after configuration

Q: Can I use my agency's email address instead of assets@firstdue.com?

A: Not currently. The custom sender address feature is disabled and reserved for future implementation. All notifications will come from assets@firstdue.com.

Q: How do I notify multiple people about the same event?

A: You can add multiple individual users or create a team containing all relevant personnel, then assign that team as the notification recipient.

Q: Do I have to fill in all three expiration reminder fields?

A: No. Use only the reminder intervals that make sense for your agency's workflow. Blank fields will not send notifications.

Q: What happens if a user is removed from the system but still assigned to notifications?

A: The notification configuration will remain, but emails will fail to deliver. Regularly audit your notification recipients to ensure they remain current.

Q: Can notifications be sent to external email addresses outside our agency?

A: Notifications are designed to be sent to users and teams within the First Due system. External email distribution may require additional configuration through your system administrator.

Q: How quickly are notifications sent after the threshold is met?

A: Notifications are typically processed and sent within minutes of the threshold being reached, though exact timing may vary based on system load.