Notification System

Overview

The Ordering Portal includes a comprehensive notification system that keeps all stakeholders informed throughout the order lifecycle. Notifications are delivered through multiple channels - email and in-platform - ensuring that customers and FTS users are always aware of status changes, feedback requests, and new submissions.

Notification Channels

Email Notifications

• Automated email delivery - Email notifications are triggered automatically in response to order lifecycle events
• Customisable templates - Administrators can edit email templates for all notification types
• Dynamic content - Templates support dynamic content insertion including order details, customer names, and dates
• Rich text formatting - Email templates support formatting including bold, italic, and bullet points
• Preview capability - Administrators can preview emails before saving template changes
• Order-type-specific templates - Different templates can be configured for different order types
• Test delivery - Administrators can send test emails to verify template appearance

In-Platform Notifications

• Dashboard notifications - In-platform notifications appear in the customer and admin dashboards
• Real-time updates - Notifications are delivered as events occur, providing immediate awareness
• Direct linking - Each notification includes a direct link to the relevant order or document for immediate action
• Unreviewed count - The dashboard displays the count of unreviewed orders and pending items

Notification Triggers

Automated notifications are sent upon the following events:

Order Lifecycle Events

• Order submission - Customer receives confirmation; FTS user receives order details with customer information and submitted documents
• Status changes - Notifications are sent at every status transition (Unprocessed, Allocated, On Hold, Ordered, Received, Feedback Received, Resubmitted)
• Order completion - Final notification when an order reaches Complete status

RFI Events

• RFI issuance - Customer is notified when an FTS user requests additional information
• Document upload - FTS users are notified when a customer uploads documents in response to an RFI
• Ready for review - Notification triggers when RFI responses are marked as ready for review

Administrative Events

• New order received - Real-time notification to administrators when a new order is submitted
• Priority indication - FTS orders are marked as high priority in notifications
• Task assignment - Notifications for order allocation and task delegation

Core Milestone Events

• Milestone status changes - Notifications are triggered when core milestone statuses change
• Project lifecycle updates - Dashboard notifications reflect key milestone achievements

RFI Digest Management

The notification system includes intelligent digest management for RFI-related communications:

• Digest processing - RFI notifications are processed through a digest system that batches related notifications for clarity
• Quiet period management - A configurable quiet period prevents notification flooding during rapid status changes
• Consolidated delivery - Related RFI updates are consolidated into single digest notifications for a cleaner communication experience

Notification Configuration

Administrators have full control over notification behaviour:

• Template customisation - All email templates can be edited with a rich text editor
• Per-order-type configuration - Different notification settings can be applied to different order types
• Hide order notes capability - For specific order types, order notes can be hidden from notifications
• Version control - Template change history is maintained for audit and rollback purposes

Order Notes & Communication

The notification system integrates with the platform's order notes capability:

• Order notes as communication - Notes attached to orders serve as a communication channel between customers and FTS users
• Chat functionality - Order notes support chat-style interaction across all order types
• Image paste capability - Users can paste images directly into the chat for visual communication
• Project notes - A general communication section at the project level complements order-specific notes
• Note mirroring - Order updates are mirrored as notes for complete activity tracking
• Note prioritisation - Order lifecycle notes are prioritised in the grouped note display, with explicit ordering by category
• Internal notes - FTS users can mark specific notes (such as RFI review notes) as internal, visible only to FTS staff