Set Up Notification Rules

What this means 

• Approval notifications are role-based and come from the workflow configuration for each supplier document type.
• Expiry notifications are driven by expiry settings on the document kind plus an expiry report schedule (notification period + workflow kind).
• Email and push delivery depend on each user’s notification settings, even if the in-app notification exists.
  
  
  
  

When you’ll use this

• When setting up supplier document collection (SDS, insurance, safety plans, etc.)
• When you need approvers to get notified as soon as something needs review
• When you want scheduled “expiry summary” emails (daily/weekly/monthly) for expiring/expired documents
  
  
  
  

Key Considerations

Choose the supplier document type you’re setting rules for

• Examples: Insurance, SDS, Site Methodology, other supplier documents
  
  

Configure the workflow type (approval rule)

• In the supplier document kind workflow settings, select the workflow template that matches how you want approvals to work:

  • No approval step
    
    

Use when you want submissions to be automatically approved (no approver notifications).

• With approval step (one-step approval)
  
  

Use when you want a single approval stage (approve/reject) controlled by specific roles.

• Two-step approval
  
  

Use when you want First Approval and Second Approval stages, each controlled by specific roles.

For any workflow that includes approval:

1. Set which roles can approve/reject (and for two-step, roles for each stage)
2. Assign those roles to the correct host users (so the right people are eligible to receive the notifications)
3. Turn on workflow notifications (approval-related emails)
   
   

Depending on the workflow configuration, you can enable notifications at key stages (for example, rejection notifications and approver-assigned notifications).

Key rule: If notifications are enabled but roles are not assigned in the workflow’s notification configuration (often only visible in advanced settings), emails may not be sent to anyone.

• Configure expiry rules (when documents expire and what happens)
  • If the document kind should expire:

• • • Set Expiry Date Mode:
    • Disabled (no expiry captured)
    • Optional (supplier can enter expiry)
    • Mandatory (supplier must enter expiry)
    • Optionally set a default expiry (for example 1–5 years from upload/version date), if your workflow supports it

Result: When expiry is reached, the document becomes inactivated automatically.

• Configure expiry notifications (scheduled summary emails)

  • To send scheduled “expiry summary” emails (counts of expired/expiring docs), enable the expiry report in supplier document configuration and set:

    • Notification Period (daily/weekly/monthly)
    • Workflow Kind (the category/type of workflow the report applies to)

  • Recipient rule (typical setup):

    • Recipients must be a site host or company host with “Has All Permissions”
    • Recipients must have an email saved on their profile
    • Recipients must have enabled the Supplier Document Expiry (Email) notification in their personal settings
• Confirm user-level delivery settings (email/push)
  • Even if the workflow rules are correct:

• • • Users still need email enabled for that notification type to receive emails
    • Push notifications depend on user preference and device/app settings
      
      
      

Common Issues

Notifications are enabled, but no one gets emails

What to check:

• Are approver roles set in the workflow configuration (including advanced notification role mapping, if present)
• Do recipients have an email on their profile
• Have recipients enabled the relevant email notification in their notification settings

What to do:

• Assign roles correctly, save workflow settings, and ensure user notification settings are enabled
  
  

Expiry summary emails are going to the wrong person

What to check:

• Who has “Has All Permissions” at the site level vs company level

What to do:

• Update host permissions so the intended recipient is the site/company host with “Has All Permissions”
  
  

People are getting too many notifications

What to check:

• Which workflow notifications are enabled (submission, assigned approver, rejection, sign-off, etc.)
• Whether you’re using two-step approvals when one-step would suffice

What to do:

• Disable non-essential workflow notifications and keep only approver-assigned + rejection notifications

Why this matters

• Well-configured notification rules keep compliance moving without constant manual follow-up.
• Clear role-based notifications prevent missed approvals and reduce admin workload.

Need help?

Contact your foreman or GC site team to confirm which roles should own approvals and expiry oversight, then assign those roles to the right host users and confirm they’ve enabled email notifications in their settings.