Notifications

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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 Kits Shipments BSI Engage

Code Lists Locations Studies

Custom Monitors Requisitions User Administration

Data Entry Sample Reservations Web Services

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 & Database Managers	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
Specimens requiring approval are added to a submitted requisition	PI	Requisition ID Number of specimens Study Specimen warnings Tasks Approval link Requisition details link	Notifications > Receive Email On Req Approval
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 & Database Manager	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 & Database Manager & 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 & Database Manager	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