This article explains which notifications are issued to which users at which time from the retraced CAPA feature.
Do I get real-time email notifications from CAPA?
As we want the responsible persons that are added to a CAP or an action to know about this, we have implemented in-app and email notifications. But at the same time, we do not want to overwhelm all users of a company, that is why company wide notifications have been restricted. You can see in this overview below who gets which notification.
As long as there is no assignee, there will be no notifications sent out. You can save CAPs and actions as long as you want. Only if there is an assignee, the notifications start.
What is the watcher status on an action?
Most notifications are role-based meaning that not the whole company is notified. Those users who are interested, without having an active role in an action or plan, can add themselves (or can be added) as watchers. They would see notifications in the activity feed and also via email.
To manage watchers, click Watch Settings in the top right of the action or plan. Choose users under Invite watchers and click Invite. Remove a watcher with the x. New watchers receive an e-mail that they were added.
Users that are assigned as reporter are automatically added as watcher. If they do not want that they can always remove themselves.
If the reporter or assignee was part of a collaborator company and this collaborator is removed from the action, the users also get removed from the watcher list.
Notifications for CAP and CAPA
In-app notifications are triggered for all roles only after CAPA creation = When an assignee is added. Changes like adding a Collaborator, or modifying the Responsible Person do not trigger notifications before CAPA adding an assignee.
The user performing the action or changing the status does not receive a notification for that action or change.
(1) CAPA Actions
triggered when a change is made
When | Email + Dashboard | Dashboard |
Assignee added | New assignee | Reporter, collaborators, watchers, responsible company |
Assignee removed | Removed assignee | Reporter, collaborators, watchers, responsible company |
Collaborator company added | all users of the added company | Reporter, assignee, other collaborators, responsible company |
Responsible company set/changed | None | all users of the new responsible company |
Status > In Review | Reporters, collaborators | Watchers, (Assignees get nothing) |
Status > Changes requested | Assignees | Collaborators, watchers |
Status > Done | Assignees, collaborators | Watchers, responsible company |
Comment added | Assignees, reporters | Collaborators, watchers |
Remediation request added | None | Assignees, reporters, collaborators, watchers |
(2) CAP Plans
sent when change is made
Plans work the same way for assignees, collaborators and comments, but plans have no watchers and send no status notifications
the responsible company is only notified if it is a different company from the person making the change