> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Notifications Guide

> Learn how to manage notifications, set preferences, and customize notification templates in Encore Health OS.

Learn how to manage notifications, set preferences, and customize notification templates in Encore Health OS.

***

## Overview

The Encore Health OS notification system supports multiple delivery channels:

* **In-App**: Notifications within the application (bell icon)
* **Email**: Sent to your registered email address ([Email Guide](./email-notifications-guide.md))
* **SMS**: Text messages to your phone ([SMS Guide](./sms-notifications-guide.md))

**Related Documentation:**

* [Email Notification Delivery](./email-notifications-guide.md) - Email configuration, templates, and delivery tracking
* [SMS Notification Delivery](./sms-notifications-guide.md) - Phone verification, SMS setup, and opt-in management
* [Report Scheduling](./report-scheduling-guide.md) - Automated report delivery via email

***

## Viewing Notifications

### In-App Notifications

1. Click the **bell icon** in the top navigation bar
2. View unread notifications (highlighted)
3. Click a notification to view details
4. Notifications auto-mark as read when opened

### Notification Types

| Type                     | Description                      | Default Channel |
| ------------------------ | -------------------------------- | --------------- |
| **system\_alert**        | Critical system messages         | In-App + Email  |
| **task\_assigned**       | You've been assigned a task      | In-App          |
| **workflow\_approved**   | Your workflow has been approved  | In-App + Email  |
| **budget\_alert**        | Budget threshold exceeded        | Email           |
| **form\_submitted**      | Form awaiting your review        | In-App          |
| **document\_shared**     | Document shared with you         | In-App          |
| **announcement**         | Organization-wide announcement   | In-App          |
| **signature\_requested** | Signature required on a document | In-App + Email  |
| **signature\_reminder**  | Reminder for pending signature   | In-App + Email  |
| **signature\_completed** | Document has been signed         | In-App          |
| **signature\_revoked**   | Signature request cancelled      | In-App          |

***

## Managing Notification Preferences

### Access Your Preferences

1. Click your **profile avatar** (top right)
2. Select **Preferences**
3. Navigate to **Notifications** tab

### Configure By Type

For each notification type, you can:

* ✅ Enable/Disable notifications
* 📱 Choose delivery channels (in-app, email, SMS)
* ⏰ Set quiet hours (optional)

**Example:**

```
Task Assigned
  ☑ In-App: Enabled
  ☐ Email: Disabled
  ☐ SMS: Disabled
```

### Quiet Hours

Set time ranges when notifications should NOT be sent:

* Default: 10 PM - 7 AM
* Applies to email and SMS only (in-app always enabled)

***

## Notification Templates (Org Admins Only)

### Accessing Templates

1. Go to **Settings** → **Notifications**
2. Click **Notification Templates**
3. View/edit templates by type

### Template Variables

Templates support dynamic variables:

| Variable                | Description         | Example                                                                  |
| ----------------------- | ------------------- | ------------------------------------------------------------------------ |
| `{{user_name}}`         | Recipient's name    | "John Smith"                                                             |
| `{{task_name}}`         | Task title          | "Review Budget"                                                          |
| `{{due_date}}`          | Due date            | "2025-12-01"                                                             |
| `{{sender_name}}`       | Sender's name       | "Jane Admin"                                                             |
| `{{organization_name}}` | Org name            | "Hope Recovery Center"                                                   |
| `{{link}}`              | Direct link to item | "[https://app.example.com/tasks/123](https://app.example.com/tasks/123)" |

### Example: Task Assigned Email Template

**Subject:**

```
New Task: {{task_name}}
```

**Body:**

```
Hi {{user_name}},

You have been assigned a new task by {{sender_name}}:

Task: {{task_name}}
Due: {{due_date}}

[View Task]({{link}})

-- {{organization_name}}
```

### Editing Templates

1. Select a template to edit
2. Modify subject and body
3. Use variable picker for available fields
4. **Preview** with sample data
5. **Save Changes**

**Note:** Only org admins can edit templates. Changes apply organization-wide.

***

## Notification Priority Levels

Notifications have four priority levels:

| Priority   | Behavior                     | Example                  |
| ---------- | ---------------------------- | ------------------------ |
| **Low**    | In-app only, no interruption | "New document available" |
| **Normal** | Standard delivery            | "Task assigned"          |
| **High**   | Emphasized in UI             | "Budget alert"           |
| **Urgent** | All channels, immediate      | "System outage"          |

***

## Notification Actions

Some notifications include action buttons:

* **Approve / Reject** - Workflow actions
* **View Details** - Opens related item
* **Mark Complete** - Complete task
* **Acknowledge** - Mark as seen

Click an action button to perform the action without leaving notifications.

***

## Batch Actions

Manage multiple notifications at once:

1. Select notifications (checkboxes)
2. Choose batch action:
   * **Mark All Read**
   * **Delete Selected**
   * **Archive**

***

## Notification History

View notification history:

1. Go to **Profile** → **Notification History**
2. Filter by:
   * Date range
   * Notification type
   * Read/unread status
   * Delivery channel

**Retention:** Notifications retained for 90 days, then auto-archived.

***

## Troubleshooting

### Not Receiving Email Notifications

**Check:**

1. Email preferences are enabled for that type
2. Email address is verified (check profile)
3. Check spam/junk folder
4. Verify quiet hours settings

### Not Receiving SMS Notifications

**Check:**

1. Phone number is verified (check profile)
2. SMS preferences are enabled
3. Carrier may block automated messages
4. Contact your administrator

### Duplicate Notifications

**Cause:** Multiple notification preferences enabled for same type.

**Fix:** Disable redundant channels in preferences.

### Missing Notifications

**Possible Reasons:**

* Notification was org-wide (not user-specific)
* Your role doesn't have access to the related item
* Notification was deleted by sender
* You're not assigned to the related site/department

***

## Best Practices

1. **Enable critical notifications** - Budget alerts, system alerts
2. **Use quiet hours** - Prevent after-hours interruptions
3. **Check in-app daily** - Don't rely solely on email
4. **Customize by role** - Different settings for different work styles
5. **Archive read notifications** - Keep inbox clean

***

## For Administrators

### Sending Organization-Wide Announcements

1. Go to **Settings** → **Notifications**
2. Click **Send Announcement**
3. Fill in:
   * Title
   * Message
   * Priority level
   * Target audience (All, Role, Site)
   * Delivery channels
4. **Preview** before sending
5. **Send Now** or **Schedule**

### Monitoring Delivery Status

View notification delivery metrics:

1. Go to **Settings** → **Notifications** → **Analytics**
2. See:
   * Delivery success rate
   * Channel performance (email vs SMS)
   * Read rates by notification type
   * Failed deliveries (with reasons)

### Email Configuration

Configure SMTP settings:

1. Go to **Settings** → **Notifications** → **Email Settings**
2. Enter:
   * SMTP host
   * Port
   * Username/password
   * From address
   * From name
3. **Test Connection**
4. **Save**

***

## Signature Notifications

The E-Signature Platform (PF-33) integrates with the notification system to keep users informed about signature requests.

### Signature Notification Types

| Type                     | When Sent                       | Recipients |
| ------------------------ | ------------------------------- | ---------- |
| **signature\_requested** | New signature request created   | Signer     |
| **signature\_reminder**  | Pending request about to expire | Signer     |
| **signature\_completed** | Document has been signed        | Requester  |
| **signature\_revoked**   | Request was cancelled           | Signer     |

### Automatic Reminders

Signature reminders are sent automatically:

* **24 hours before expiration** for pending requests
* Maximum of **5 reminders** per request
* **24-hour cooldown** between reminders

### Related Documentation

For more details on e-signatures, see the [Signatures Guide](./signatures-guide.md).

***

## Privacy & Data

* Notification content is NOT shared across organizations
* Notification history is user-specific (others can't see yours)
* Administrators can see delivery metrics (not content)
* SMS delivery uses encrypted channels

***

## Support

**Need Help?**

* In-app: Click **Help** → **Contact Support**
* Email: [support@example.com](mailto:support@example.com)
* Phone: 1-800-XXX-XXXX

***

**Version:** 3.0.0\
**Last Updated:** 2025-11-29