Overview

Auto Notifications enable you to automatically send reminder notifications for evaluation forms to students and preceptors.

With configurable timing, frequency, and stop conditions, Auto Notifications help ensure that evaluation forms are completed on time, and without sending unnecessary reminders after submission.

This feature provides a flexible, self-service way to manage evaluation reminders efficiently.

Benefits

By configuring Auto Notifications, you can:

• Ensure timely submissions by sending reminders at defined intervals
• Reduce manual effort through automation of follow-ups
• Maintain relevant communication by stopping reminders once forms are completed

Key Capabilities

Auto Notifications allow you to:

• Define when reminders are sent
• Configure how often reminders repeat
• Set conditions for stopping notifications based on completion status
• Control eligibility criteria for recipients

Key Points to Consider

• Notifications are sent only to users who meet the defined eligibility criteria
• Reminders automatically stop once the evaluation form is completed
• Proper configuration of timing and frequency helps avoid excessive notifications
• Ensure evaluation forms and recipients are correctly set up before enabling Auto Notifications

Setup Auto Notification

Before you begin

Make sure:

• You have Admin or Faculty access
• Forms are already configured in Learning Activities
• You know which forms require reminder notifications

Steps

1. Login to Exxat Prism using your University Credentials.
2. From the Exxat Prism dashboard or the Hamburger menu, go to Learning Activities.
   
3. In the Learning Activities page-left menu, Go to Auto Notifications.
   
4. In the top-right of the Auto Notification setup page, click Add Notification to start the setup.
   
5. In the New Auto Notification drawer. 
   1. Enter a Title to identify the notification.
   2. Select Notification Type 
   3. Select the Recipient Type (Students or Preceptor).
   4. Select one or more Forms.
      • Only forms initiated by the selected recipient type are available
      • A form already used in another active notification setup cannot be selected
   5. Configure the Reminder Frequency within this step:
      • Choose how often reminders are sent:
        • Just once
        • Daily
        • Weekly
        • Send Every 'X 'days
   6. Configure the Start Condition:
      • Define timing using:
        • On / Before / After
        • Number of days
      • Select a system anchor such as: Beginning of Placement, Middle of placement, End of Placement, and similar
      • Example: Send reminders 3 days before Due Date
   7. Configure the End Condition:
      • Choose when reminders stop:
        • After a specific date
        • After X notifications are sent
        • On an Anchor setting
   8. Click Continue.
      
   9. In the Summary & Confirmation - review the setup.
   10. Click Save to create the notification.
       (Optional) Click Back to make edits to the configuration. 
       

Notifications are saved successfully and sent based on your defined schedule The system automatically excludes:

• Submitted or reviewed forms
• Placements marked On Hold or Unsuccessful

Multiple responses may still occur if the form supports multi-response workflows

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Additional Options

From the Auto Notifications list, you can manage each notification:

1. Click the Edit icon to update the notification configuration.
2. Click the Delete icon to remove the notification.
3. Use the toggle to switch the notification from Active to Inactive (turn off reminders without deleting the setup).

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