Notifications

Topics:

Notifications

Email notifications are sent by BSI to ensure all necessary parties are informed when certain events occur in the system. Certain events trigger the notification of repository contacts, Study PIs, and other groups. Notifications sent to the individual user are often controlled by their user preferences, which allows the user to opt out of receiving them. In the tables below, a description of each triggering event is followed by the notified parties and whether or not an individual user may opt out of receiving the notification.

Select a category:

Assign To Notifications

Trigger Event

Recipients

Contents

User Preference

A change is made to the Assigned To property.

New & previous Assigned To users
  • Item ID
  • Type (e.g., Data Entry batch, Requisition, Shipment, or Kit)

 None

Code List Notifications

Trigger Event

Recipients

Contents

User Preference

A Modifier code list is updated.

Local Administrators

  • Changes
  • Username
  • Date Modified

Notifications > Modifier Code List Change (Pertains to Administrators)

Custom Monitor Notifications

Trigger Event

Recipients

Contents

User Preference

A custom monitor is run.

Monitor recipients

Varies

None

An error is encountered while running a custom monitor.

Monitor recipients & bsifeedback@imsweb.com

Varies

None

Data Entry Notifications

Trigger Event

Recipients

Contents

User Preference

A Data Entry batch is committed.

Committed by user

  • Commit outcome
  • Number of errors and warnings
  • Batch ID
  • Number of specimen
  • Batch Owner
  • Date Committed
  • Description
  • Error/warning list

Notifications > Data Entry Commits

The Comment field is updated with the checkbox to "Notify Users" marked.

Users who have previously commented

  • BSI ID
  • Comment Batch ID

None

Kit Notifications

Trigger Event

Recipients

Contents

User Preference

When the number of kits with a Status of Available that were created with a particular kit template is at or below the Resupply Threshold property value for that kit template.

Repository's Destination email

Kit Template Name

None

A nightly notification sent when kit(s) will expire in 30 days, as defined by the Expiration Date kit property value for that kit template.

Repository's Destination email & Kit Collection Center contact

  • Kit ID
  • Label
  • Study Collection Center contact
  • Expiration Date

None

A nightly notification sent when new kit(s) have expired. When a kit expires, its Status is also changed to Expired.

Repository's Destination email & Kit Collection Center contact

  • Kit ID
  • Label
  • Study Collection Center contact
  • Expiration Date

None

Nightly, a notification sent if the Number of Kits at Site property is less than or equal to the Notification Threshold property for the same active Kit Center.

Repository's Destination email

  • Kit Study Collection Center
  • Number of Kits at Site
  • Notification Threshold
  • Study Collection Center contact
  • Text stating that more kits should be sent

None

Locations Notifications

Trigger Event

Recipients

Contents

User Preference

A container is dragged/dropped or cut/pasted in the locations hierarchy.

User who made the change

  • Container transferred
  • Previous container hierarchy
  • New container hierarchy

Notifications > Locations Container Transfers

Specimens are transferred between containers via the Locations manager.

User who made the change

  • BSI ID
  • New location
  • Old location

Notifications > Locations Vial Transfers

Requisitions Notifications

Trigger Event

Recipients

Contents

User Preference

Requisition is submitted when automatically created while committing a Data Entry batch.

Submitting user

  • Requisition ID
  • BSI IDs

Notifications > Data Entry Auto-Submitted Requisitions

A requisition is successfully submitted.

PI (or study contacts based on system preference) & Repository's Destination email

  • Requisition ID
  • Number of specimen
  • Study
  • Specimen warnings
  • Tasks

None

Tasks are unapplied from specimens in a submitted requisition.

Repository's Destination email

  • Requisition ID
  • Date/Time
  • Modifying user

None

Instructions are modified in a submitted requisition.

Repository's Destination email

  • Requisition ID
  • Date/Time
  • Modifying user
  • Instructions

None

Specimens are added to/removed from a submitted requisition.

Requisition Owner & Repository's Destination email

  • Requisition ID
  • Number & BSI IDs of specimens
  • Date/Time
  • Modifying user

None

Tasks are added to or deleted from a submitted requisition.

Repository's Destination email

  • Task label
  • Requisition ID
  • Date/Time
  • Modifying user

None

A discrepancy is added.

Repository's Destination email & Requisition Owner

Text and data (controlled by system preference: requisition_discrepancy_added)

Requisitions > Requisition Discrepancy Added

A discrepancy is resolved.

Repository's Destination email & Requisition Owner

Text and data (controlled by system preference: requisition_discrepancy_resolved)

Requisitions > Requisition Discrepancy Resolved

A Ship or Transfer Out task is completed with the "Email notification to Destination" checkbox checked.

Ship or Transfer Out task Destination email & the user who completed the task

  • Requisition ID
  • Task Label
  • User
  • Specimen count
  • Task completion date/time
  • Destination
  • Destination's associated address
  • Attached shipping manifest (.txt)

Notifications > Requisition Ship Task Completed &
Notifications > Requisition Transfer Tasks

A Transfer Out task is completed (regardless of the "Email notification to Destination" checkbox).

Transfer Destination email & the user who completed the task

  • Requisition ID
  • Specimen count
  • Old and new repository
  • Task completion date/time

Notifications > Requisition Transfer Tasks

All specimens in the requisition which require approval have had their Approval Status updated to either Approved or Denied.

Repository's Destination email & Requisition Owner

  • Study ID(s)
  • Number of specimens approved
  • Number of specimens denied

Notifications > Receive Email on Req Approval

Sample Reservations Notifications

Trigger Event

Recipients

Contents

User Preference

A Sample Reservation batch is committed.

Committing user

  • Batch ID
  • Date/Time

Notifications > Sample Reservation Commits

Shipments Notifications

Trigger Event

Recipients

Contents

User Preference

A discrepancy is added or resolved.

Repository's Destination email & Shipment Creator

  • Shipment ID
  • Number of specimens

Notifications > Shipments, Changes to Discrepancy

Studies Notifications

Trigger Event

Recipients

Contents

User Preference

Study properties are updated.

PI (or Study Contacts)

     
  • Study ID
  • User who modified the study
  • Field(s) modified
  • New and previous field value(s)

None

Study warnings are updated.

PI (or Study Contacts)

  • Study ID
  • User who modified the study warning
  • Description of changes

None

Study's Destruction Date is approaching. Emails are sent 0, 7, 15, 30, and 60 days before the Destruction Date.

Study Destruction Notification Contacts

  • Study ID
  • Destruction Date

None

A user's study permissions are updated.

PI (or Study Contacts)

  • Study ID
  • User who has been granted permissions
  • List of authorizations granted/denied
  • User who modified the study authorizations

None

User Administration Notifications

Trigger Event

Recipients

Contents

User Preference

An account has been deactivated, by the system or by a user.

Local Administrator

  • Items assigned to inactive user
  • An indication of whether the user is a Study PI or not

None

A user's password is reset or randomized.

User

Status of update

Notifications > Change Password Events & Notifications > Password Reset

A user will be deactivated due to inactivity.

Local Administrator & User

Warning that the user will be deactivated.

None

A user has been inactive for n days (set in system preferences).

User

  • Username
  • Number of days to deactivation

 None

A notice of inactive users for an institution.

Local Administrator

Inactive users

Notifications > Inactive User Monitor (Pertains to Administrators)

BSI release, UAT, or downtime notification is sent.

User

Notification text varies

Notifications > Opt in BSI Notifications

Web Services Notifications

Trigger Event

Recipients

Contents

User Preference

A requisition ship task was completed via web services.

Destination email & User

     
  • Requisition ID
  • Count of specimens
  • Destination's associated address
  • Courier
  • Tracking number
  • Instructions
  • Date/time completed
  • Completd by user

None

An Exclusive Webservices user's password about to expire. Emails are sent 30, 15, 10, 5, 4, 3, 2, and 1 days prior to password expiration.

User

  • Username
  • Link to reset password

Notifications > Change Password Events

BSI Engage Notifications

Trigger Event

Recipients

Contents

User Preference

An Incoming Shipment batch is submitted via BSI Engage.

Repository's Destination email
  • Shipment ID
  • Submitting user
None

A resolution is suggested for a discrepancy.

Repository's Destination email & Shipment Creator

  • Shipment ID
  • Number of specimens

Notifications > Shipments, Changes to Discrepancy

BSI Hub Notifications

Trigger Event

Recipients

Contents

User Preference

A BSI Hub Submission is completed.

Submitting user

  • Submission ID
  • Status
  • Batches created
  • Error count
  • URL of Submission Details page

None