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How do I notify my team immediately when a critical form is started?

This article will summarize how to set up instant alerts for high-priority forms so the right people are notified the moment a document is sent out for signature.

Important Notes & Requirements

  • Scheduled Forms Exception: Please note that these instant notifications do not apply to scheduled forms.

  • Personal Settings: Notifications are personal to each user. If a team member is not receiving these alerts, they must ensure their individual email or push notifications are turned on in their account settings. Email and Mobile Push are set up by default.

Overview & Explanation

When a serious event occurs, like a workplace incident or a near-miss, waiting for a form to be fully completed before notifying leadership is often too late. The Critical Form Notification feature solves this by letting you choose specific team members to be alerted the exact moment a high-priority form is sent out for signature. This gives your safety leads or managers a crucial head start so they can jump into action immediately.

How It Works

To set up an instant alert for a specific form, follow these steps:

  1. Open the Template Builder for the form you want to update.

  2. Locate the Critical Form Creation Notification section.

  3. Select the specific user or users who should be notified the moment this form template is sent for a signature.

  4. Click Save to apply your changes. Once saved, the selected people will receive an alert every time this specific form is initiated.

How to Check Individual Notification Settings: If a selected user is not receiving their alerts, they will need to check their personal preferences:

  1. Navigate to My Account Details.

  2. Click on Edit My Notifications Settings.

  3. Ensure the toggles for email and/or push notifications are turned on for this alert type.

Use Cases and Benefits

  • Faster Emergency Response: Notify safety managers the second an injury or accident report is started so they can secure the site or call for help immediately.

  • Proactive Hazard Management: Alert supervisors right away when a near-miss form is initiated, allowing them to fix the issue before someone actually gets hurt.

  • Visibility on Urgent Workflows: Give directors a heads-up that a time-sensitive, critical document is out for signature so they can monitor its progress.