ITM Setup: Initial Notifications
Purpose Statement
This article demonstrates setup options for ITM Initial Notifications, which allow administrators to establish automated workflows dependent on Initial System Status. This functionality ensures appropriate departmental response, notification protocols, and inspection scheduling based on the compliance status reported by Service Providers.
Background Information
ITM Initial Notifications provide a comprehensive workflow automation system that responds to the four different system statuses: Compliant, Non-Critical Deficiency, Critical Deficiency, and Impairment. Each status can trigger unique workflows including AHJ flagging, targeted notifications, and automatic inspection scheduling. This feature is essential for maintaining NFPA compliance standards while streamlining departmental operations. The system allows fire prevention departments to automate routine processes while ensuring critical issues receive immediate attention, improving overall response times and compliance tracking.
Required Permissions
To complete this process, users must have:
- ITM module access permissions
- ITM Setup administrative privileges
- Workflow configuration permissions
- Notification management rights
- Inspection scheduling permissions
Video
Step-by-Step Guide
1. Click on ITM.
2. Click on ITM Setup.
3. Click on Initial Notifications.
Initial Notifications allow you to establish a workflow dependent on Initial System Status.
4. There are 4 different System Statuses: Compliant, Non-Critical Deficiency, Critical Deficiency and Impairment.
5. For each System Status we can establish a workflow. For this example, we will focus on establishing a workflow for "Compliant"
6. AHJ Status allows us to "Flag as Pending" any ITM submission depending on the Initial System Status.
7. Notifications allow us to send an Email or a text to target individuals depending on the Initial System Status.
8. Email notification allows for immediate notification for each submission.
9. Compliance Check allows for us to schedule an automatic Inspection based on the Initial System Status.
10. You can select a specific Inspection Type as well as assign to an individual user or a team.
11. Schedule To section allows you to set time period for Inspection. Options include Will Call, Today and Number of days in either business or calendar days.
Best Practices
- Create distinct workflows for each system status to ensure appropriate response levels
- Configure Critical Deficiency workflows with immediate notifications and same-day inspections
- Set Compliant system workflows for routine follow-up inspections and record-keeping
- Test workflow configurations with a small group of Service Providers before full deployment
- Regularly review and update notification recipient lists to ensure current contact information
- Document all workflow decisions for training purposes and consistency
- Consider workload distribution when setting inspection scheduling parameters
- Establish clear escalation procedures for Impairment status submissions
- Coordinate with IT department for email and text notification setup requirements
Troubleshooting & FAQs
Common Issues:
- Notifications not being sent: Verify email server configuration and recipient contact information accuracy
- Inspections not being scheduled automatically: Check that Compliance Check is enabled and inspection types are properly configured
- Workflow not triggering: Confirm that Initial Notifications are activated and system status mapping is correct
Frequently Asked Questions:
Q: Can I create different workflows for the same system status?
A: No, each system status can have only one workflow configuration, but you can modify settings as needed
Q: What happens if I change a workflow after it's been in use?
A: Changes apply to new submissions only; existing pending items retain their original workflow settings
Q: Can Service Providers see the workflow settings?
A: No, workflow configurations are internal administrative settings not visible to Service Providers
Q: How do business days vs. calendar days affect scheduling?
A: Business days exclude weekends and holidays, while calendar days include all days in the count
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