Specifying Document Notification Settings

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Last updated: Sept 12, 2022 by Kelly CollinsVersion comment
3 min read

The document notification settings control two areas of functionality:

  • What action is taken when there are overdue documents
  • When document reminders are sent and by what mechanism, e.g. via an email or an application notification which flashes at the top of the user's screen.

There is a configuration that applies globally across the whole system which is described below.  In addition, these settings can be overridden for each contractor.

How do I specify the agency notifications rules in RSM InTime?

  1. From the menu bar, select Configuration ( icon) > Contract Document Settings.
    The Contract Document Notifications screen is displayed.
  2. The Remove All User-Level Notifications button will remove any worker-specific notification rules that have been set up in RSM InTime.
    For example, over a period of time, a number of workers might have been set up with their own specific notification rules. You might then decide that all workers need to adhere to the standard set of rules. Clicking this button will ensure that any rules set up for individual workers are removed, and the standard rules set on this screen will apply to all workers.
  3. In the Notification area, select the user role (for example, worker, consultant, and so on) that you want to notifications regarding the contract documents to be received by, and the method by which they are notified. For example: you might want only the worker to receive a notification via email; or, you might want the manager to receive a web-based notification. The web-based notification is the flashing bar at the top of the browser.
  4. In the Outstanding Worker Documents area, select from the list what action you want taken if the worker has not accepted the document. The options are:
    1. Take No Action
      No action is taken if the worker does not accept the documents.
    2. Prevent Timesheet and Expense Submission
      The worker is unable to submit timesheets and expense claims until the documents have been accepted.
    3. Force User to Contract Document Section
      If there are outstanding documents, the user is taken to the Contract Documents screen when logging into RSM InTime.
    NOTE: Prevention of timesheet submission does not take affect until the due date of a document/document pack has passed.
  5. In the Warning (Days Prior to Due Date) area, you can set up to three different warnings that the worker will receive prior to the due date. So for example, you could set up a warning 3 days prior to the due date. All contract documents must have a due date.
  6. In the Overdue Notifications area, you can set an overdue reminder to be sent out to the worker every x number of days. For example, if you set the number to 2, then every 2 days after the due date, the worker will receive a reminder to accept the document.
    You can also select Notify Creator in order to inform the user who uploaded the contract document that these reminders are being sent out.
  7. In the Expiry Warning (Days Prior to Expiry Date) area, you can set up to three warnings that the worker will receive prior to the expiry date of the documents. For example, if your agency renews your self-billing agreements annually, you can set expiry dates on those documents and send out reminders to the workers.
  8. In the Expiry Notifications area, you can set a notification to be sent to the worker every x number of days following the expiry of a document.
    You can also select Notify Creator in order to inform the user who uploaded the contract document that these notifications are being sent out.
  9. Click Save Notifications to save the settings.

Can the notifications settings be overridden for specific users?

Yes. The settings in the Contract Documents Notifications screen applies to all placements, and therefore all workers, in your agency.

However, for individual workers you can set specific notification defaults.

  1. From the menu bar, select Profiles > Workers.
  2. Find the appropriate worker in the list and click the drop-down next to the Edit button.
  3. Select Notifications .
    The Contract Documents Notifications screen is displayed for that specific worker.
  4. Make any amendments to the rules as required for the worker.
  5. Click Save Notifications. The rules set up on this screen will override the general rules.

You can remove all worker-specific rules by following the instructions in "How do I specify the agency notifications rules in RSM InTime?".