Manage BadgerMail

BadgerMail is the alerting system within KMS. To access Manage BadgerMail the user will go through the Administration menu. BadgerMail is used to create the subject line and email body for each BadgerMail type, assign multiple recipients and assign notification time periods.

BadgerMail sends alerts upon assignment of items (event) and when the status becomes past due (timed). Any BadgerMails created can be location specific.

Adding new BadgerMail types requires new definitions to be created. The KMS Account Manager or implementation consultant can assist in the creation of the new definitions. After the definitions are created BadgerMail type can be created from the front end of the program.

Overview of Manage BadgerMail

When the user navigates to the Manage BadgerMail, four panels will be displayed:

• Definition: This panel gives the Alert Name, the Description, the Alert Type and the Module. The standard definitions are predefined and cannot be changed. Templates within the alert definition can be copied with the token "Copy BadgerMail Template".
• Templates: This panel gives the Modules Definition Name, Definition Active, Template Name, Template Active and Is Rollup
• Alert Queue: Will display the Alert Name, the Template Name, the Processed on date and time and the Failed (true the BadgerMail failed, false the BadgerMail notification sent)
• Email Alert Options: Fields include the Notification Email - if there is a system error an email will be sent to the address in the field, Retry Attempts - this is the number of times the alert will try to send, Email Batch Limit - this will created the BadgerMails by groups of whatever number will be in the field, Alert Font - the font used for the alert body, Email Footer Text - this can be either text or an image file.

Email Batch Limit groups the alerts to be sent. It is set at 100 for performance, however, the user can set it higher. If the user set this number higher it may take longer to create and send the BadgerMails.

Email Footer Text image must be in the form of a web address.

Adding and Configuring a New BadgerMail with Recurring Intervals

To add a new BadgerMail:

1. Navigate to Administration>Manage BadgerMail. The window will open and the user will be presented with four panels that are expandable and collapsible. When the user enter the screen all panels are expanded
2. The first panel is the Definition. In this table the user will find the Alert Name, a description, the Alert Type (event or timed) and the module. Select an Alert Name and click on the link
3. Click on the Definition to add a template. The user will be taken to Maintain Alert with Available Template.
4. If a template is available to copy the copy icon will be displayed. The user must have the token Copy BadgerMail Template. Or the user can click Add. Click the link to configure the BadgerMail.
5. The user will be taken to the Email Template. The first panel on the screen is the Maintain Alert Template. The user can change the title on this page.
6. Check the Active box.
7. By checking the roll up, the user is allowing the BadgerMail to become a roll up BadgerMail.
8. If the BadgerMail is an Event type alert, the alert will go out during the configured time. If the BadgerMail is a Timed alert, the user can select the Offset.

Offset Example

Note

-1 = Yesterday, 0 = Today, and +1 = Tomorrow

If the alert is a Timed alert the offset could be the days before a target date. If the user wants to send an alert to an assignee prior to the task becoming past due, the offset would be -7. This indicates that an alert will be sent 7 day before the task is past due. On the same instance, if a task becomes past due and the user may want to send an initial alert to the assignee the day after (+1). If the assignee still does not finish the task, the user may set up a new BadgerMail with an offset of +3 and send to the assignee and unit supervisor starting an escalation process.

1. If the BadgerMail is a Timed alert, recurring BadgerMail is available. Check the Recurring box and the offset will change to Recurrence Interval.
2. Set the recurring time The time is in days see the example below if the user would like partial days.

Recurrance Interval Example

1 Min = 0.0007 Day	15 Min = 0.0104 Day	120 Min = 0.0833 Day	1440 Min = 1 Day	10000 Min = 6.94 Days
2 Min = 0.0014 Day	20 Min = 0.0139 Day	200 Min = 0.1389 Day	2000 Min = 1.389 Day	14400 Min = 10 Days
3 Min = 0.0021 Day	30 Min = 0.0208 Day	240 Min = 0.1667 Day	2880 Min = 2 Days	20000 Min = 13.89 Days
4 Min = 0.0028 Day	40 Min = 0.0278 Day	300 Min = 0.2083 Day	3000 Min = 2.083 Days	28800 Min = 20 Days
5 Min = 0.0035 Day	50 Min = 0.0347 Day	360 Min = 0.25 Day	4000 Min = 2.778 Days	30000 Min = 20.83 Days
6 Min = 0.0042 Day	60 Min = 0.0417 Day	400 Min = 0.2778 Day	5000 Min = 3.472 Days	40000 Min = 27.78 Days
7 Min = 0.0049 Day	70 Min = 0.0486 Day	480 Min = 0.3333 Day	6000 Min = 4.167 Days	50000 Min = 34.72 Days
8 Min = 0.0056 Day	80 Min = 0.0556 Day	500 Min = 0.3472 Day	7000 Min = 4.861 Days	60000 Min = 41.67 Days
9 Min = 0.0063 Day	90 Min = 0.0625 Day	600 Min = 0.4167 Day	8000 Min = 5.556 Days	70000 Min = 48.61 Days
10 Min = 0.0069 Day	100 Min = 0.0694 Day	1000 Min = 0.6944 Day	9000 Min = 6.25 Days	80000 Min = 55.56 Days

1. Enter the email recipients. This may be a person's name or a role associated with a record (Initiator). The available fields are To:, CC:, BCC.
2. In the Email details type in a Subject for the email.
3. Enter text and field names to the body. To enter a field name highlight the entire line including braces {}. Left mouse click on the highlight line and drag it to the body. Please note multiple lines should not be highlighted and dragged to the body.
4. Click Save

Template Body - Email Details

In this section, you can configure the subject and the body of the email to be sent out. You can use the rich text editor that allows you to get the exact look and feel. You can insert bullet points, lists, hyperlinks, and tables.

Certain fields or tags that will be programmatically populated for you, are available in the left panel. To include them in your email template, simply copy them over or type them out with {brackets} surrounding the tag name. This way the Badgermail will detect it as a tag and populate it with the correct data.

You can also style the inserted tag using the rich text editor capabilities. Once the template has been saved and the page has been refreshed, the tag will become an image. To edit it or change styling, go ahead and remove it and retype the variable name in {brackets}.

Template Filters

1. To add filtering to a template, the user will use the drop down to select a field name and click Add.
2. A window will be presented and the Field: will be the same as the selection from the drop down. Using the drop down select the Operator.
3. Click on the value field and select one or more values. This multi-select field is based on field name. If the user selects a field name that has a list of selection and multiple may be selected. For example, Incident Types is a multi-select value.
4. Click Save.
5. The window will close upon clicking export and the field, operator and value will be in the grid.
6. Click Save in the Email Details panel.

To edit a Template Filter, click on the Edit button. To delete a Template Filter click on the X.

A user cannot delete an alert notification, however, the user may uncheck the Active box to make the alert inactive.

Standard BadgerMail Definitions:

The following are defining the standard BadgerMails for each module (Resolution Tracker, Investigator, Auditor, Risk Assessor and Recurring Activities). These BadgerMails are configured by implementation per customer request from the configuration design template.

Note

If the user would like additional BadgerMails than the ones defined, speak with your Implementation Project Manager.

MOC Standard BadgerMails

Note

MOC Standard BadgerMails that can be configured. If the user would like these BadgerMails configured, speak with your Implementation Project Manager.

BadgerMail Template Name	Workflow Step	Purpose	Alert Name	Alert Type	Module
Tracker Step Completed	All	Alert when any step in the workflow is completed.	Tracker Step Completed	Event	TRK
MOC to be Accepted	Proposal	To alert users that an MOC has been submitted and needs to be accepted into the system	Tracker Record Status Update Alert	Event	TRK
EMOC Responsible Person Assignment	Proposal	To alert users when the responsible person is initially assigned	Responsible Person Assignment	Event	TRK
MOC Responsible Person Assignment	Proposal	To alert users when the responsible person is initially assigned	Responsible Person Assignment	Event	TRK
EMOC Responsible Person Reassignment (Review in Progress)	Evaluation	To alert users when the responsible person has changed	Responsible Person Assignment	Event	TRK
EMOC Responsible Person Reassignment (Implementation in Progress)	Evaluation	To alert users when the responsible person has changed	Responsible Person Assignment	Event	TRK
EMOC Responsible Person Reassignment (Ready to Startup)	Startup Approval	To alert users when the responsible person has changed	Responsible Person Assignment	Event	TRK
MOC Responsible Person Reassignment (Review in Progress)	Evaluation	To alert users when the responsible person has changed	Responsible Person Assignment	Event	TRK
MOC Responsible Person Reassignment (Implementation in Progress)	Evaluation	To alert users when the responsible person has changed	Responsible Person Assignment	Event	TRK
MOC Responsible Person Reassignment (Ready to Startup)	Startup Approval	To alert users when the responsible person has changed	Responsible Person Assignment	Event	TRK
Checklist Item Assigned	Evaluation/ PSSR/ Closure	To alert users they have been assigned to a checklist item	Checklist Assignee Alert	Event	TRK
Checklist Question Assignment Past Due 1 Day	Evaluation/ PSSR/ Closure	To alert user they have checklist assignments 1 day past due	Checklist Target Date Timed Alert	Timed	TRK
Checklist Question Assignment Past Due 7 Days	Evaluation/ PSSR/ Closure	To alert user they have checklist assignments 7 days past due	Checklist Target Date Timed Alert	Timed	TRK
All Required Questions Closed	Evaluation/ PSSR/ Closure	To alert Responsible Person that all required questions on a checklist have been closed	Checklist All Required Questions Closed Update Alert	Event	TRK
Committee Member Approval Assignment	Approval	To alert the users that they have been assigned to Approval Committee and need to give approval.	Target Approval Date Set	Event	TRK
All Committee Members Approved	Approval	Alert the overall approver that all committee members have approved.	Overall Approver - committee members all approval Alert	Event	TRK
EMOC Overall Approval Assignment	Approval	Alert the overall approver that they have been assigned to a record.	Overall Approver - committee members all approval Alert	Event	TRK
MOC Overall Approval Assignment	Approval	Alert the overall approver that they have been assigned to a record.	Overall Approver - committee members all approval Alert	Event	TRK
Committee Approval Past Due 1 Day	Approval	To alert users their Committee Approval is past due	Committee Member Past Due	Timed	TRK
EMOC Denied	Approval	To alert that an EMOC has been denied.	Tracker Record Status Update Alert	Event	TRK
MOC Denied	Approval	To alert that an MOC has been denied.	Tracker Record Status Update Alert	Event	TRK
EMOC Approved	Approval	To alert that an EMOC has been approved.	Tracker Record Status Update Alert	Event	TRK
MOC Approved	Approval	To alert that an MOC has been approved.	Tracker Record Status Update Alert	Event	TRK
Action Assignment	Action/ Post Startup Action	To alert users that they have been assigned to an Action item	Action Status Alert	Event	TRK
Action to be Verified	Action/ Post Startup Action	To alert users that an Action item needs their verification.	Action Status Alert	Event	TRK
Action Past Due 1 Day	Action/ Post Startup Action	To alert users when Action items are 1 day past their Target date	Action Target Date Alert	Timed	TRK
Action Past Due 7 Days	Action/ Post Startup Action	To alert users when Action items are 7 days past their Target date	Action Target Date Alert	Timed	TRK
All Actions Closed	Action/ Post Startup Action	To alert users when all actions are closed/abandoned	Tracker All Actions Closed	Event	TRK
EMOC Startup Approval Assignment	Startup Approval	Start-up approval action assigned	Single Person Approver Alert	Event	TRK
MOC Startup Approval Assignment	Startup Approval	Start-up approval action assigned	Single Person Approver Alert	Event	TRK
MOC Ready to Start Up	Startup Approval	To alert that an MOC is ready to start up.	Tracker Record Status Update Alert	Event	TRK
EMOC Ready to Start Up	Startup Approval	To alert that an EMOC is ready to start up.	Tracker Record Status Update Alert	Event	TRK
MOC Complete	Closure	To alert users that MOC has been completed	Tracker Record Status Update Alert	Event	TRK
EMOC Complete	Closure	To alert users that EMOC has been completed	Tracker Record Status Update Alert	Event	TRK
Temporary Record Set to Expire 7 Days	All	To alert users a Temporary record will reach its Expiration date in 7 days	Tracker Expiration Date	Timed	TRK
Temporary Record Set to Expire 1 Day	All	To alert users a Temporary record will reach its Expiration date in 1 day	Tracker Expiration Date	Timed	TRK
Temporary Record Has Expired 1 Day	All	To alert users a Temporary record has passed its Expiration date by 1 day	Tracker Expiration Date	Timed	TRK
Temporary Record Has Expired 7 Days	All	To alert users a Temporary record has passed its Expiration date by 7 days	Tracker Expiration Date	Timed	TRK
Record Past Due 1 Day	All	To alert users when Tracker record is 1 day passed Target Closure Date	Tracker Target Closure Date	Timed	TRK
Record Past Due 7 Days	All	To alert users when Tracker record is 7 days passed Target Closure Date	Tracker Target Closure Date	Timed	TRK

REC Standard BadgerMails

Note

REC Standard BadgerMails that can be configured. If the user would like these BadgerMails configured, speak with your Implementation Project Manager.

BadgerMail Template Name	Workflow Step	Purpose	Alert Name	Alert Type	Module
Tracker Step Completed	All	Alert when any step in the workflow is completed.	Tracker Step Completed	Event	TRK
REC to be Accepted	Proposal	To alert users that an MOC has been submitted and needs to be accepted into the system	Tracker Record Status Update Alert	Event	TRK
REC Responsible Person Assignment	Proposal	To alert users when the responsible person is initially assigned	Responsible Person Assignment	Event	TRK
REC Responsible Person Reassignment (Review in Progress)	Approval	To alert users when the responsible person has changed	Responsible Person Assignment	Event	TRK
REC Responsible Person Reassignment (Implementation in Progress)	Action	To alert users when the responsible person has changed	Responsible Person Assignment	Event	TRK
Committee Member Approval Assignment	Approval	To alert the users that they have been assigned to Approval Committee and need to give approval.	Target Approval Date Set	Event	TRK
All Committee Members Approved	Approval	Alert the overall approver that all committee members have approved.	Overall Approver - committee members all approval Alert	Event	TRK
REC Overall Approval Assignment	Approval	Alert the overall approver that they have been assigned to a record. Alert the overall approver that they have been assigned to a record	Overall Approver - committee members all approval Alert	Event	TRK
Committee Approval Past Due	Approval	To alert users their Committee Approval is past due	Committee Member Past Due	Timed	TRK
REC Denied	Approval	To alert that an EMOC has been denied.	Tracker Record Status Update Alert	Event	TRK
REC Approved	Approval	To alert that an MOC has been approved.	Tracker Record Status Update Alert	Event	TRK
Action Assignment	Action	To alert users that they have been assigned to an Action item	Action Status Alert	Event	TRK
Action to be Verified	Action	To alert users that an Action item needs their verification.	Action Status Alert	Event	TRK
Action Past Due 1 Day	Action	To alert users when Action items are 1 day past their Target date	Action Target Date Alert	Timed	TRK
Action Past Due 7 Days	Action	To alert users when Action items are 7 days past their Target date	Action Target Date Alert	Timed	TRK
All Actions Closed	Action	To alert users when all actions are closed/abandoned	Tracker All Actions Closed	Event	TRK
Record Past Due 1 Day	All	To alert users when Tracker record is 1 day passed Target Closure Date	Tracker Target Closure Date	Timed	TRK
Record Past Due 7 Days	All	To alert users when Tracker record is 7 days passed Target Closure Date	Tracker Target Closure Date	Timed	TRK

Investigator Standard BadgerMails

Note

Investigator Standard BadgerMails that can be configured. If the user would like these BadgerMails configured, speak with your Implementation Project Manager.

BadgerMail Template Name	Record Status/ Step	Purpose	Alert Name	Alert Type	Module
Initiated Incident	Awaiting Initial Review	This alert occurs when an Incident is submitted for initial review	Incident Status Change Alert	Event	INV
Team Leader Assignment	In Progress	Alerts team leader when investigation is put into “In Progress”.	Investigation Team Lead Assigned	Event	INV
Team Member Assignment	In Progress	Alerts team member when they are assigned.	Investigation Event Alert Definitions - Team Member Assigned	Event	INV
Investigation Awaiting Final Approval	Awaiting Final Approval	Alerts when status is changed to “Awaiting Final Approval”.	Investigation Status Changed	Event	INV
Investigation Finalized	Finalized	Alerts when status is Finalized	Investigation Status Changed	Event	INV
Incident has not changed status for 7 days.	Initiated	Alert is sent if the status of an initiated incident has not changed after x number of days. Where x is configurable.	Initiated Incident Timed Alert	Timed	INV
Investigation Start Date Past Due	In Progress	Alert is sent if the investigation start date has occurred.	Investigator Timed Alert Definitions - Investigation Start Date	Timed	INV
Investigation End Date Past Due	In Progress	Alert is sent if the investigation end date has occurred.	Investigator Timed Alert Definitions - Investigation Start Date	Timed	INV
Investigation Target Report Date Past Due	In Progress	Alert is sent if the investigation target report date has occurred.	Investigator Timed Alert Definitions - Investigation Target Report Date	Timed	INV
Incident Criticality Change Alert	Initiated In Progress	Alert is sent when the incident Criticality has changed	Incident Criticality has Changed	Event	INV
Incident Type Changed Alert	Initiated In Progress	Alert is sent when the incident type has been changed.	Incident Type has Changed	Event	INV
Investigation Team Lead Assigned	In Progress	Alert is sent when the investigation Team Lead 1 or Team Lead 2 is assigned or reassigned	Team Lead Assignment	Event	INV
Investigation Event Alert Definitions - Team Member Assigned	In Progress	Alert is sent anytime a team member has been assigned or removed from an investiation	Team Member Assignment	Event	INV

Auditor Standard BadgerMails

Note

Auditor Standard BadgerMails that can be configured. If the user would like these BadgerMails configured, speak with your Implementation Project Manager.

BadgerMail Template Name	Record Status/ Step	Purpose	Alert Name	Alert Type	Module
Audit Sponsor Assigned		To alert when an Audit Sponsor has been assigned.	Audit Sponsor Assigned	Event	AUD
Audit to be Approved	Awaiting Initial Review	Alert when an Audit is waiting to be approved (initial approval).	Status Changed Alert	Event	AUD
Lead Auditor Assigned		Alert when a Lead Auditor has been assigned	Auditor Leader Assigned	Event	AUD
Audit Team Member Assigned		Alert when an audit Team Member has been assigned.	Auditor Team Member Assigned	Event	AUD
Audit Past Due 1 Day		Alert when an audit is overdue by 1 day.	Auditor Target Date Timed Alert	Timed	AUD
Audit Past Due 7 Days		Alert when an audit is overdue by 7 days.	Auditor Target Date Timed Alert	Timed	AUD
Audit Awaiting Final Approval	Awaiting Final Approval	Alert when an audit is waiting for a final review.	Status Changed Alert	Event	AUD

Risk Assessor Standard BadgerMails

Note

Risk Assessor Standard BadgerMails that can be configured. If the user would like these BadgerMails configured, speak with your Implementation Project Manager.

BadgerMail Template Name	Record Status/ Step	Purpose	Alert Name	Alert Type	Module
Facilitator Assignment		To alert when a Facilitator has been assigned.	Risk Assessor Facilitator Assignment	Event	RAS
Scribe Assignment		To alert when a Facilitator has been assigned.	Risk Assessor Scribe Assignment	Event	RAS
Risk Assessment to Approved	Awaiting Initial Review	Alert when a Risk Assessment is waiting to be approved	Risk Assessor Status Change Alert	Event	RAS
Risk Assessment Team Member Assigned		Alert when a Team Member has been assigned.	Risk Assessor Team Assignment	Event	RAS
Start Date Changed		Alert when the start date for an assessment has been set or changed	Risk Assessor Start Date	Event	RAS
Assessment Awaiting Final Approval	Awaiting Final Review	Alert when a Risk Assessment is waiting for final review	Risk Assessor Status Change Alert	Event	RAS

Recurring Activities Standard BadgerMails

Note

Recurring Activities Standard BadgerMails that can be configured. If the user would like these BadgerMails configured, speak with your Implementation Project Manager.

BadgerMail Template Name	Record Status/ Step	Purpose	Alert Name	Alert Type	Module
Occurrence Assigned		To alert when an occurrence has been set up on an activity	Recurring Activity Occurrence Assigned	Event	RA
Occurrence Start Date in 7 Days		To alert 7 days before the occurrence start date of an activity.	Occurrence Start Date	Event	RA

Administration Standard BadgerMails

Note

Administration Standard BadgerMails that can be configured. If the user would like these BadgerMails configured, speak with your Implementation Project Manager.

BadgerMail Template Name	Record Status/ Step	Purpose	Alert Name	Alert Type	Module
VisiumKMS Application Password Expring		Alert is sent when the KMS Application password expires or is about to expire	VisiumKMS Application Password Expries	Time	ADM
Delegation Assignment		Alert is sent when the user has delegated assignments.	Delegator Assigned	Event	ADM
User has been Created		Alert is sent when a user in KMS has been created	User Created	Event	ADM