4. Settings

Import Employee Configuration
Overview 
 The  Import Employee Configuration feature allows administrators to configure how employee data is mapped and imported from Excel files. This configuration defines which columns in your Excel file correspond to which employee attributes in the system, ensuring accurate data import. 
 
 
 Accessing the Feature 
 
 Navigate to the  Admin  section in the main menu 
 Select  Import Employee  from the admin options 
 Scroll down to the  Import Employee Configuration card section 
 
 
 Configuration List Overview 
 The configuration list displays all existing import configurations in a table format. Each row represents one configuration that maps an Excel column to an employee attribute. 
 Table Columns 
 
 Column 
 
 Description : The Excel column letter (A, B, C, etc.) or "N_A" if not applicable 
 Display : Shows the letter identifier that corresponds to the Excel file column 
 Example : "A", "B", "C", "N_A" 
 
 Header Name 
 
 Description : The user-friendly name that appears as the column header in the Excel file 
 Display : The text label that identifies what data this column contains 
 Example : "Employee ID", "First Name", "Last Name", "Pre-Employment" 
 
 Attribute 
 
 Description : The system attribute name that the Excel column maps to 
 Display :
 
 For EMPLOYEE type: Shows the attribute name (e.g., "identification", "name", "location.code") 
 For TYPE_TEST or CUSTOM_COLUMN: Shows the type test value or custom column code 
 
 
 Example : "identification", "name", "PRE_EMPLOYMENT", "CUSTOM_COLUMN_CODE" 
 
 Type Process 
 
 Description : The type of data processing for this configuration 
 Display :
 
 "EMPLOYEE" - Standard employee data fields 
 "TYPE TEST" - Drug and alcohol test types 
 "CUSTOM COLUMN" - Custom column data 
 
 
 Note : If the value is null in the system, it displays as "EMPLOYEE" 
 
 Required 
 
 Description : Indicates whether this field is mandatory during import 
 Display :
 
 Green badge "REQUIRED"  - Field must be filled in the Excel file 
 Gray badge "NOT REQUIRED"  - Field is optional 
 
 
 Purpose : Helps identify which columns must have data for successful import 
 
 Status 
 
 Description : Whether this configuration is currently active and will be used during import 
 Display :
 
 Green badge "ENABLED"  - Configuration is active and will be processed 
 Red badge "DISABLED"  - Configuration is inactive and will be skipped during import 
 
 
 Purpose : Allows you to temporarily disable configurations without deleting them 
 
 Options 
 
 Description : Actions available for each configuration 
 Actions :
 
 Edit icon (pencil)  - Opens the edit form to modify the configuration
 
 Tooltip: "Edit configuration" 
 
 
 Delete icon (trash)  - Removes the configuration permanently
 
 Tooltip: "Delete configuration" 
 
 
 
 
 Note : Icons are closely spaced for easy access 
 
 
 Search Functionality 
 
 The search bar allows you to quickly find configurations by: 
 
 Header Name 
 Column Letter 
 Attribute Name 
 
 How to Search 
 
 Click in the search input field at the top of the configuration table 
 Type your search term (e.g., "Employee ID", "A", "identification") 
 Press  Enter  or wait for automatic filtering 
 The table will show only matching configurations 
 To clear the search, delete all text from the search field 
 
 Tooltip : "Search configurations by header name, column letter, or attribute" 
 
 Creating a New Configuration 
 
 Step-by-Step Guide 
 
 
 
 Click the "New Configuration" button 
 
 Located at the top right of the configuration table 
 Tooltip: "Create a new import employee configuration" 
 
 
 
 The configuration form modal will open 
 
 Title: "New Import Employee Configuration" 
 
 
 
 Select Type Process  (First field - Required) 
 
 This determines what type of data this configuration handles 
 Options:
 
 EMPLOYEE  - Standard employee information (default) 
 TYPE TEST  - Drug and alcohol test types 
 CUSTOM COLUMN  - Custom column data 
 
 
 
 
 
 
 
 
 Based on Type Process selection, additional fields will appear: 
 If "TYPE TEST" is selected: 
 
 Type Test field appears  (Required) 
 Select from dropdown:
 
 Pre Employment 
 Post Accident 
 Reasonable Susp Cause 
 Return To Duty 
 
 
 
 If "CUSTOM COLUMN" is selected: 
 
 Custom Column field appears  (Required) 
 Select from dropdown showing available custom column codes 
 Only the custom column name is displayed (not the code) 
 
 If "EMPLOYEE" is selected (default): 
 
 Column Name Person field appears  (Required) 
 Select from dropdown showing available person fields 
 System fields (id, created_by, etc.) are hidden 
 Attribute Name Entity field appears automatically  (Read-only) 
 This field auto-fills based on your Column Name Person selection 
 For foreign keys (ending in _id), it shows the entity.code format 
 
 
 
 Enter Header Name  (Required) 
 
 The name that appears as the column header in Excel 
 Example: "Employee ID", "First Name", "Location Code" 
 This is what users will see in their Excel file 
 
 
 
 Select or Enter Column Letter  (Required) 
 
 Option 1 : Select from predefined list
 
 Options include: N_A, A, B, C, D... Z, AA, AB... AI 
 Used letters (except N_A) are not available 
 N_A is always available 
 
 
 Option 2 : Select "Custom..." to enter a custom letter
 
 Enter letters only (e.g., "HG", "XY") 
 Automatically converts to uppercase 
 Numbers and special characters are not allowed 
 Click "Cancel" to return to predefined list 
 
 
 
 
 
 Select Cell Type  (Optional, defaults to "STRING") 
 
 Available options:
 
 Numeric 
 String 
 Blank 
 Local Date 
 Enum 
 
 
 Note: Some technical types are hidden from the list 
 
 
 
 Enter Default Value  (Optional) 
 
 A default value to use if the Excel cell is empty 
 Text input field 
 Example: "N/A", "0", "Default Location" 
 
 
 
 Enter Constant Value  (Optional) 
 
 A constant value that will always be used for this column 
 Text input field 
 Example: "ACTIVE", "USA" 
 
 
 
 Enter Cell Format  (Optional) 
 
 Format specification for the cell data 
 Text input field 
 Example: Date formats, number formats 
 
 
 
 Set Mandatory  (Checkbox, defaults to unchecked) 
 
 Check "Required field" if this column must have data in Excel 
 Unchecked = Optional field 
 Checked = Required field (will show error if empty during import) 
 
 
 
 Set Enabled  (Checkbox, defaults to checked) 
 
 Check "Active" to enable this configuration 
 Unchecked = Configuration is disabled (skipped during import) 
 Checked = Configuration is active (used during import) 
 
 
 
 Click "Create" button 
 
 Button is disabled until all required fields are filled 
 Tooltip: "Create a new import employee configuration" 
 
 
 
 Success message appears 
 
 "Configuration was added successfully" 
 The modal closes automatically 
 The new configuration appears in the table 
 
 
 
 Field Validation 
 
 Required fields  are marked with a red asterisk (*) 
 Invalid fields  show a red border when you try to submit 
 Create button  is disabled until all required fields are valid 
 Tooltips  appear on hover for buttons (blue tooltips) 
 
 
 Editing a Configuration 
 Step-by-Step Guide 
 
 
 Locate the configuration  in the table 
 
 Use search if needed 
 
 
 
 Click the Edit icon (pencil)  in the Options column 
 
 Tooltip: "Edit configuration" 
 
 
 
 The edit form modal opens 
 
 Title: "Edit Import Employee Configuration" 
 All fields are pre-filled with current values 
 
 
 
 Modify the fields as needed 
 
 Same fields and rules as creating a new configuration 
 Note: Column Letter shows current value (even if it was custom) 
 Used column letters are updated (current configuration's letter remains available) 
 
 
 
 Click "Update" button 
 
 Tooltip: "Update the import employee configuration" 
 
 
 
 Success message appears 
 
 "Configuration was updated successfully" 
 The table refreshes with updated data 
 
 
 
 Important Notes 
 
 You can change the Type Process, but this may affect which fields are required 
 Changing Column Letter to a used letter will show an error 
 The current configuration's column letter is always available for editing 
 
 
 Deleting a Configuration 
 Step-by-Step Guide 
 
 
 Locate the configuration  in the table 
 
 
 Click the Delete icon (trash)  in the Options column 
 
 Tooltip: "Delete configuration" 
 
 
 
 Confirmation dialog appears 
 
 Title: "Are you sure?" 
 Message: "Do you want to delete the configuration for column [LETTER]?" 
 Options:
 
 "Yes, delete it!"  - Confirms deletion 
 "Cancel"  - Cancels the action 
 
 
 
 
 
 If confirmed: 
 
 Configuration is permanently deleted 
 Success message: "Deleted! Configuration has been deleted." 
 Table refreshes automatically 
 
 
 
 If cancelled: 
 
 Dialog closes 
 No changes are made 
 Configuration remains in the table 
 
 
 
 Important Notes 
 
 Deletion is permanent and cannot be undone 
 After deletion, the column letter becomes available for new configurations 
 Make sure the configuration is not needed before deleting 
 
 
 Understanding Type Process Options 
 EMPLOYEE (Default) 
 Purpose : Maps Excel columns to standard employee data fields 
 When to use : For basic employee information like: 
 
 Employee ID 
 First Name 
 Last Name 
 Email 
 Phone Number 
 Organization 
 Location 
 Work Group 
 
 Fields shown : 
 
 Column Name Person (Required) - Select from person fields 
 Attribute Name Entity (Auto-filled, Read-only) - Shows automatically 
 
 Example : 
 
 Header Name: "Employee ID" 
 Column Letter: "A" 
 Column Name Person: "identification" 
 Attribute Name Entity: "identification" (auto-filled) 
 
 TYPE TEST 
 Purpose : Maps Excel columns to drug and alcohol test types 
 When to use : For test type columns like: 
 
 Pre-Employment tests 
 Post-Accident tests 
 Reasonable Suspicion/Cause tests 
 Return to Duty tests 
 
 Fields shown : 
 
 Type Test (Required) - Select from:
 
 Pre Employment 
 Post Accident 
 Reasonable Susp Cause 
 Return To Duty 
 
 
 
 Example : 
 
 Header Name: "Pre-Employment" 
 Column Letter: "H" 
 Type Process: "TYPE TEST" 
 Type Test: "PRE_EMPLOYMENT" 
 
 CUSTOM COLUMN 
 Purpose : Maps Excel columns to custom column data 
 When to use : When you have custom fields defined in the system 
 Fields shown : 
 
 Custom Column (Required) - Select from available custom columns 
 Shows the custom column name (not the code) 
 
 Example : 
 
 Header Name: "Custom Field 1" 
 Column Letter: "J" 
 Type Process: "CUSTOM COLUMN" 
 Custom Column: "Emergency Contact Name" 
 
 ADDITIONAL_DATA 
 Purpose : For additional data that doesn't fit standard categories 
 When to use : For special data fields not covered by other types 
 Fields shown : 
 
 Additional Data (Required) - Text input field 
 
 Note : This option is hidden from the Type Process dropdown but can be edited if it exists in existing configurations. 
 
 Field Descriptions 
 Header Name 
 
 Type : Text input 
 Required : Yes 
 Purpose : The user-friendly name that appears as the Excel column header 
 Example : "Employee ID", "First Name", "Location Code" 
 Validation : Cannot be empty 
 
 Column Letter 
 
 Type : Dropdown or Custom text input 
 Required : Yes 
 Purpose : Identifies which Excel column (A, B, C, etc.) this configuration maps to 
 Options :
 
 Predefined: N_A, A-Z, AA-AI 
 Custom: Any letter combination (e.g., "HG", "XY") 
 
 
 Rules :
 
 Letters only (automatically converted to uppercase) 
 Used letters are not available (except N_A) 
 N_A is always available 
 
 
 Validation : Cannot be empty, must be letters only for custom values 
 
 Column Name Person 
 
 Type : Dropdown 
 Required : Yes (only when Type Process is EMPLOYEE) 
 Purpose : Selects which person field this Excel column maps to 
 Options : All available person fields (system fields are hidden) 
 Behavior : When selected, automatically fills Attribute Name Entity 
 Example : "identification", "name", "lastName", "organization_id" 
 
 Attribute Name Entity 
 
 Type : Read-only text input 
 Required : No (auto-filled) 
 Purpose : Shows the system attribute name (automatically set based on Column Name Person) 
 Behavior :
 
 Auto-fills when Column Name Person is selected 
 For foreign keys (ending in _id), shows format: "entityName.code" 
 Example: "organization_id" → "organization.code" 
 
 
 Cannot be edited : This field is read-only 
 
 Cell Type 
 
 Type : Dropdown 
 Required : No (defaults to "STRING") 
 Purpose : Defines the data type expected in the Excel cell 
 Options :
 
 Numeric - For numbers 
 String - For text (default) 
 Blank - For empty cells 
 Local Date - For dates 
 Enum - For enumerated values 
 
 
 
 Default Value 
 
 Type : Text input 
 Required : No 
 Purpose : Value to use if the Excel cell is empty 
 Example : "N/A", "0", "Default Location" 
 Use case : When you want to provide a fallback value for empty cells 
 
 Constant Value 
 
 Type : Text input 
 Required : No 
 Purpose : A constant value that will always be used for this column 
 Example : "ACTIVE", "USA", "2024" 
 Use case : When the column should always have the same value regardless of Excel content 
 
 Cell Format 
 
 Type : Text input 
 Required : No 
 Purpose : Format specification for how the cell data should be interpreted 
 Example : Date formats, number formats 
 Use case : When you need specific formatting rules for the imported data 
 
 Mandatory (Required Field) 
 
 Type : Checkbox 
 Required : No (defaults to unchecked) 
 Purpose : Indicates if this field must have data in the Excel file 
 Options :
 
 Unchecked = Optional (gray "NOT REQUIRED" badge) 
 Checked = Required (green "REQUIRED" badge) 
 
 
 Behavior :
 
 If checked and Excel cell is empty, import will show an error 
 If unchecked, empty cells are allowed 
 
 
 
 Enabled (Active) 
 
 Type : Checkbox 
 Required : No (defaults to checked) 
 Purpose : Controls whether this configuration is used during import 
 Options :
 
 Checked = Active (green "ENABLED" badge) - Configuration is used 
 Unchecked = Inactive (red "DISABLED" badge) - Configuration is skipped 
 
 
 Use case : Temporarily disable a configuration without deleting it 
 
 
 Validation Rules and Error Messages 
 Required Field Validation 
 Rule : Fields marked with red asterisk (*) must be filled 
 Error indication : 
 
 Red border around the field 
 Create/Update button remains disabled 
 
 Required fields : 
 
 Type Process (always) 
 Header Name (always) 
 Column Letter (always) 
 Type Test (when Type Process is TYPE_TEST) 
 Custom Column (when Type Process is CUSTOM_COLUMN) 
 Additional Data (when Type Process is ADDITIONAL_DATA) 
 Column Name Person (when Type Process is EMPLOYEE) 
 
 Column Letter Validation 
 Rules : 
 
 Cannot be empty 
 For custom values: Letters only (numbers and special characters are automatically removed) 
 Automatically converted to uppercase 
 Used letters (except N_A) cannot be selected again 
 
 Error messages : 
 
 "Column Letter is required" - If left empty 
 Column letter not available in dropdown if already used 
 
 Form Submission Validation 
 Rule : All required fields must be valid before submission 
 Behavior : 
 
 Create/Update button is disabled until form is valid 
 Red borders appear on invalid required fields 
 Tooltip on disabled button explains why it's disabled 
 
 Success messages : 
 
 Create: "Configuration was added successfully" 
 Update: "Configuration was updated successfully" 
 
 Error messages : 
 
 Create: "Failed to add configuration" 
 Update: "Failed to update configuration" 
 Delete: "Failed to delete configuration" 
 
 
 Common Use Cases 
 Use Case 1: Setting Up Basic Employee Import 
 Scenario : You need to import employee data with standard fields (ID, Name, Email) 
 Steps : 
 
 
 Create configuration for Employee ID 
 
 Type Process: EMPLOYEE 
 Header Name: "Employee ID" 
 Column Letter: "A" 
 Column Name Person: "identification" 
 Mandatory: Checked 
 Enabled: Checked 
 
 
 
 Create configuration for First Name 
 
 Type Process: EMPLOYEE 
 Header Name: "First Name" 
 Column Letter: "B" 
 Column Name Person: "name" 
 Mandatory: Checked 
 Enabled: Checked 
 
 
 
 Create configuration for Email 
 
 Type Process: EMPLOYEE 
 Header Name: "Email" 
 Column Letter: "C" 
 Column Name Person: "email" 
 Mandatory: Unchecked (optional) 
 Enabled: Checked 
 
 
 
 Use Case 2: Adding Test Type Columns 
 Scenario : You need to import pre-employment and post-accident test information 
 Steps : 
 
 
 Create configuration for Pre-Employment 
 
 Type Process: TYPE TEST 
 Header Name: "Pre-Employment" 
 Column Letter: "H" 
 Type Test: "PRE_EMPLOYMENT" 
 Mandatory: Unchecked 
 Enabled: Checked 
 
 
 
 Create configuration for Post-Accident 
 
 Type Process: TYPE TEST 
 Header Name: "Post-Accident" 
 Column Letter: "I" 
 Type Test: "POST_ACCIDENT" 
 Mandatory: Unchecked 
 Enabled: Checked 
 
 
 
 Use Case 3: Using Custom Column Letters 
 Scenario : Your Excel file uses column "HG" for a special field 
 Steps : 
 
 Create configuration
 
 Type Process: EMPLOYEE 
 Header Name: "Special Field" 
 Column Letter: Select "Custom..." then enter "HG" 
 Column Name Person: Select appropriate field 
 Enabled: Checked 
 
 
 
 Use Case 4: Temporarily Disabling a Configuration 
 Scenario : You want to skip a column during import without deleting the configuration 
 Steps : 
 
 Find the configuration in the table 
 Click Edit icon 
 Uncheck "Active" (Enabled field) 
 Click Update 
 Configuration now shows red "DISABLED" badge 
 This column will be skipped during import 
 
 Use Case 5: Making a Field Optional 
 Scenario : A field that was required should now be optional 
 Steps : 
 
 Find the configuration 
 Click Edit icon 
 Uncheck "Required field" (Mandatory) 
 Click Update 
 Configuration now shows gray "NOT REQUIRED" badge 
 Empty cells in this column will no longer cause import errors 
 
 
 Tooltips and Helpful Hints 
 Throughout the interface, you'll find helpful tooltips (blue information boxes) that appear when you hover over elements: 
 Search Bar 
 
 Tooltip : "Search configurations by header name, column letter, or attribute" 
 Location : Search input field 
 
 New Configuration Button 
 
 Tooltip : "Create a new import employee configuration" 
 Location : Orange button with plus icon 
 
 Edit Icon 
 
 Tooltip : "Edit configuration" 
 Location : Pencil icon in Options column 
 
 Delete Icon 
 
 Tooltip : "Delete configuration" 
 Location : Trash icon in Options column 
 
 Cancel Button (in form) 
 
 Tooltip : "Cancel and close the form" 
 Location : Cancel button in modal 
 
 Create/Update Button (in form) 
 
 Tooltip :
 
 "Create a new import employee configuration" (when creating) 
 "Update the import employee configuration" (when editing) 
 
 
 Location : Create/Update button in modal 
 
 
 Best Practices 
 1. Naming Conventions 
 
 Use clear, descriptive Header Names 
 Match Header Names to your Excel file column headers exactly 
 Example: "Employee ID" not "Emp ID" or "ID" 
 
 2. Column Letter Management 
 
 Use standard letters (A-Z) when possible 
 Reserve custom letters (like "HG") for special cases 
 Keep track of which letters are used 
 
 3. Required Fields 
 
 Mark fields as Required only when data is essential 
 Too many required fields can cause import failures 
 Consider making optional fields that might not always have data 
 
 4. Testing Configurations 
 
 Create test configurations with Enabled unchecked first 
 Test with a small Excel file before full import 
 Verify data mapping is correct before enabling 
 
 5. Organization 
 
 Use consistent Header Names across similar configurations 
 Group related configurations together (they'll be sorted by Column Letter) 
 Document any special configurations for your team 
 
 6. Maintenance 
 
 Review configurations periodically 
 Disable unused configurations instead of deleting (if you might need them later) 
 Delete only when certain they're no longer needed 
 
 
 Additional Notes 
 Documentation Button 
 
 A documentation button (orange circle with document icon) appears next to the "Import Employee Configuration" title 
 Clicking it opens the full user documentation in a new tab 
 
 Table Sorting 
 
 Configurations are automatically sorted by Column Letter (ascending) 
 A-Z, then AA-AI, then custom letters 
 N_A appears first if used 
 
 Pagination 
 
 If you have many configurations, use pagination at the bottom of the table 
 Use the page numbers or next/previous arrows to navigate 
 
 Filtering 
 
 The search bar filters all visible columns 
 Search is case-insensitive 
 Clear search to see all configurations again 
 
 
 Summary 
 The Import Employee Configuration feature provides a flexible way to map Excel columns to employee data fields. By understanding: 
 
 Type Process options  and when to use each 
 Field requirements  and validation rules 
 How to create, edit, and delete  configurations 
 Best practices  for naming and organization 
 
 You can efficiently set up and maintain your employee import configurations, ensuring accurate data import from Excel files. 
 For additional help, use the documentation button or contact your system administrator.

Access Management
The Access Management module is responsible for managing users, roles, and permissions within the portal. 
This section is used to manage each user's access and privileges according to their assigned role. 

Permissions
The  Permissions  section shows a detailed list of all the permissions available on the portal,  indicating  which ones are active and which ones are disabled.   
 IMPORTANT: If you want to create a new permission, you must notify the person in charge of  NEXUS   administration, as internal software development is  required  to associate that permission with specific elements of the portal.   
 To search  for a permission , click on the magnifying glass icon  🔍 , and to clear the filter, use the “ X ” icon.  

Roles
In the  Roles section, you can  create, edit, and list  the roles that exist in the system.   
 To  create  a role, you only need to provide the name and code. The code must be written in  uppercase  letters, and spaces must be replaced with  underscores (_).   
 
 
 📝   Note :   Permissions  are assigned to each role using the  Edit Role  option.   
 In the  Edit   option, you can  modify  the information of an existing role, activate or deactivate its availability in the system, and assign the  corresponding permissions according to the menu sections .   
 
 The Menu Permissions section only displays menu options that have already been assigned permissions . If you want to view options that do not yet have permissions, click Show Menus Without Permissions . 
 
 
 📝   Note : To assign permissions to a menu option, you must enter the Menu permissions ( https://wiki.nexus33.com/books/4-settings/page/menu-permissions )  module.  
 To assign permissions to a role, select the menu option; the available permissions will be displayed. Check the box for the permission you want to assign and click Update Role to save the changes. 
 
 
 To  search   for a role, click on the magnifying glass icon  🔍 , and to clear the filter, use the “ X ” icon.  

Users
In the  u sers section, you can create, edit, and list system users. 
 Creating  users   
 There are two ways to create users in the system:   
 
 Assign permissions to an existing employee:   
 
 Select the “+” icon next to the employee.   
 
 
 A confirmation window will appear to validate  whether you want to convert that employee into a portal user.   
 Once the credentials have been successfully created, a temporary password will be generated and sent to the user's registered email address.   
 
 
 
 
 
 Creating multiple users 
 Select several employees using the checkboxes and click on the “Create User” button to generate multiple users simultaneously.   
 
 A confirmation window will appear to  validate  whether you want to convert the selected employees into users.   
 
 
 Editing  users   
 From the Edit option, you can:   
 
 
 
 
 Enable or disable a user's  access  to the portal.   
 
 
 
 
 
 
 
 
 Enable or disable  multi-factor authentication (MFA) .   
 
 
 
 
 
 
 
 
 Enable or disable  Show QR  to embed the two-factor authentication app.   
 
 
 
 
 
 
 
 
 Configure the  roles  associated with each user.   
 
 
 
 
 
 
 
 
 Allows  you to  reset the password  for portal users in case of forgotten or lost access.   
 
 
 
 
 📝   Note : If the user has never enabled  multi-factor authentication , a QR code will be displayed when they log in for the first time, which they must scan with the  Scanner  Authenticator  app .   
 
 To view the QR code again, click on the cell phone icon 📱 . 
 
 If you lose or change your device, you can re-enable the “ Show QR Code ” option to reconfigure authentication with Google Authenticator. 
 
 To search for a user, click on the magnifying glass icon 🔍 , and to clear

Menu permissions
Menu Permissions is the module responsible for assigning permissions to the portal menu options. 
 
 Using the Search Menus field, you can search for the menu option to which you want to assign permissions. 
 
 Select the menu option and, in the right-hand panel, check the box for the permissions you want to assign. Finally, click Save Changes to save the configuration.

Email Notification
Overview 
 The Email Notification module allows you to create and manage email notification templates that can be automatically sent based on service and form configurations. This guide will walk you through all the features and workflows available in this module. 
 
 Email Notifications List 
 Accessing the List 
 
 The Email Notifications list displays all available email notification templates in your system. You can access this list from the main navigation menu. 
 List Features 
 Search Functionality 
 
 The search bar at the top of the list allows you to search across multiple fields: 
 
 Notification Name : Search by the name of the notification 
 Subject : Search by email subject line 
 For whom : Search by recipient type 
 Description : Search within notification descriptions 
 
 How to use: 
 
 Type your search term in the search field 
 Press Enter or click outside the field 
 The list will automatically filter to show matching results 
 To clear the search, delete all text from the search field 
 
 Table Columns 
 
 The list displays the following information: 
 
 Subject : The email subject line (truncated if longer than 30 characters) 
 Name : The notification template name 
 For whom : The recipient category for this notification 
 Description : A brief description of the notification (truncated if longer than 50 characters) 
 Status : Shows whether the notification is  Enabled  (green) or  Disabled  (red) 
 
 Actions Available 
 
 
 New Button : Located in the top right corner, allows you to create a new email notification 
 Documentation Button : Located next to the "List of notification to send" title, provides access to additional documentation 
 Edit Action : Each row has an edit icon (pencil) in the Options column that allows you to modify the notification 
 
 Pagination 
 The list supports pagination to navigate through multiple pages of notifications. Use the pagination controls at the bottom of the table to move between pages. 
 
 Creating a New Email Notification 
 Step 1: Access the Creation Form 
 
 
 From the Email Notifications list, click the  New  button in the top right corner 
 You will be redirected to the creation form 
 
 Step 2: Fill Required Fields 
 
 The following fields are required  and must be filled before you can save: 
 Notification Name 
 
 Enter a descriptive name for your notification 
 This name will appear in the notifications list 
 Example: "Driver License Expiration Reminder" 
 
 Code 
 
 Enter a unique code for the notification 
 Rules :
 
 Only uppercase letters (A-Z) and underscores (_) are allowed 
 Example:  DRIVER_LICENSE_EXPIRATION 
 
 
 Note : This code must be unique across all notifications 
 The field automatically converts lowercase letters to uppercase 
 
 Subject 
 
 Enter the email subject line 
 This is what recipients will see in their email inbox 
 Example: "Your Driver License is About to Expire" 
 
 Template Body Email 
 
 Enter the content of the email body in text format. Example: Hello: Your driver's license will expire soon. Please renew it. 
 
 Step 3: Fill Optional Fields 
 Description 
 
 Provide additional information about the notification 
 This helps identify the notification's purpose 
 Optional field 
 
 For whom email 
 
 Enter email addresses that will receive this notification 
 You can add multiple email addresses 
 Click Enter or comma after each email address 
 Valid email format is required 
 
 For whom email CC 
 
 Enter email addresses for carbon copy recipients 
 Multiple emails can be added 
 Optional field 
 
 For whom email BCC 
 
 Enter email addresses for blind carbon copy recipients 
 Multiple emails can be added 
 Optional field 
 
 For whom 
 
 Select the recipient category from the dropdown 
 Options may include: None, Employee, Manager, etc. 
 Default value is "None" 
 Optional field 
 
 Form Status 
 
 Select the form status that triggers this notification 
 Available options:
 
 Complete : Notification sent when form status is Complete 
 Incomplete : Notification sent when form status is Incomplete 
 
 
 Default : Incomplete (automatically selected for new notifications) 
 Important : This setting affects when Result Test options become available (see Result Test Selection section) 
 
 Enabled 
 
 Checkbox to enable or disable the notification 
 Default : Enabled (checked) 
 When disabled, the notification will not be sent even if conditions are met 
 
 Step 4: Save the Notification 
 
 
 Review all entered information 
 Ensure all required fields are filled 
 Click the  CREATE  button 
 A success message will appear confirming the notification was created 
 After creation, the form will switch to edit mode and the  Service/Form Type section will become available 
 
 
 Editing an Existing Email Notification 
 Step 1: Access the Edit Form 
 
 
 From the Email Notifications list, click the  edit icon  (pencil) in the Options column for the notification you want to modify 
 You will be redirected to the edit form with all current values pre-filled 
 
 Step 2: Modify Fields 
 
 
 You can modify any field except the  Code  field (which is disabled in edit mode) 
 All validation rules still apply 
 Required fields must still be filled 
 
 Step 3: Save Changes 
 
 
 Make your desired changes 
 Click the  EDIT  button to save 
 A success message will confirm your changes were saved 
 
 Important Notes for Editing 
 
 Code field : Cannot be changed after creation (field is disabled) 
 Service/Form Type : Can be configured after the notification is saved (see Configuring Service/Form Type section) 
 Form Status changes : If you change Form Status from Complete to Incomplete, all previously selected Result Tests will be automatically deleted 
 
 
 Configuring Service/Form Type 
 When Can You Configure Service/Form Type? 
 
 The Service/Form Type configuration is  only available after you have saved the notification  (either created or edited). This section appears below the main notification form. 
 Step 1: Select Service/Form Type 
 
 You must first select one of three types: 
 
 Service : Select specific services that will trigger this notification 
 Form : Select specific forms that will trigger this notification 
 Service and Form : Select both services and their associated forms 
 
 Click on the desired type button. The button will highlight to show it's selected. 
 Step 2: Configure Based on Selected Type 
 If You Selected "Service" 
 
 
 The system will display all available modules 
 Click on a module name to expand it and see available services 
 Click on service buttons to select/deselect them 
 Selected services will be highlighted 
 You can select services from multiple modules 
 
 If You Selected "Form" 
 
 
 The system will display all available modules 
 Click on a module name to expand it and see available forms 
 Click on form buttons to select/deselect them 
 Selected forms will be highlighted 
 Result Test cards  will appear below selected forms if:
 
 Form Status is set to "Complete" 
 The form has associated Result Tests 
 (See Result Test Selection section for details) 
 
 
 
 If You Selected "Service and Form" 
 
 
 The system will display all available modules 
 Click on a module name to expand it 
 You'll see services listed first 
 Click on service buttons to select/deselect services 
 For each selected service, expand it to see associated forms 
 Click on form buttons to select/deselect forms for each service 
 Use the  All/None  button to quickly select or deselect all forms for a specific service 
 Result Test cards  will appear below selected forms if:
 
 Form Status is set to "Complete" 
 The form has associated Result Tests 
 (See Result Test Selection section for details) 
 
 
 
 Step 3: Save Service/Form Configuration 
 
 
 After making your selections, scroll to the bottom of the Service/Form Type card 
 Click the  SAVE  button (for new configurations) or  EDIT  button (for existing configurations) 
 A success message will confirm your configuration was saved 
 The system will reload to show your saved selections 
 
 Important Notes 
 
 You  must  select a Service/Form Type before you can save the configuration 
 If you try to save without selecting a type, you'll see an error message 
 You can change the Service/Form Type at any time, but you'll need to reconfigure your selections 
 Your previous selections are saved when you switch between types 
 
 
 Result Test Selection 
 When Do Result Test Cards Appear? 
 
 Result Test cards appear automatically when all  of the following conditions are met: 
 
 Form Status  is set to  "Complete"  (not "Incomplete") 
 Service/Form Type  is set to either  "Form"  or  "Service and Form"  (not "Service") 
 A  form is selected  in the Service/Form Type configuration 
 The selected form  has associated Result Tests  in the system 
 
 If any of these conditions are not met, the Result Test card will not appear. 
 How to Use Result Test Cards 
 
 
 When a form is selected and conditions are met, a  Result Test  card appears below the form button 
 The card displays all available Result Tests for that specific form 
 Click on Result Test buttons to select/deselect them 
 Selected Result Tests will be highlighted (active state) 
 You can select multiple Result Tests for each form 
 Each form has its own independent set of Result Test selections 
 
 Saving Result Test Selections 
 
 Result Test selections are  automatically included  when you save the Service/Form Type configuration 
 Click the  SAVE  or  EDIT  button in the Service/Form Type section 
 Your Result Test selections will be saved along with your Service/Form selections 
 When you edit the notification later, your Result Test selections will be restored 
 
 
 Field Descriptions 
 Required Fields 
 
 
 
 Field 
 Description 
 Format/Notes 
 
 
 
 
 Notification Name 
 A descriptive name for the notification 
 Text, any characters 
 
 
 Code 
 Unique identifier for the notification 
 Uppercase letters and underscores only (e.g.,  DRIVER_LICENSE ) 
 
 
 Subject 
 Email subject line 
 Text, appears in recipient's inbox 
 
 
 Template Body Email 
 Email body content 
 HTML format required (e.g.,  <p>Content</p> ) 
 
 
 
 Optional Fields 
 
 
 
 Field 
 Description 
 Format/Notes 
 
 
 
 
 Description 
 Additional information about the notification 
 Text, optional 
 
 
 For whom email 
 Primary recipient email addresses 
 Multiple emails, comma or Enter separated 
 
 
 For whom email CC 
 Carbon copy recipient email addresses 
 Multiple emails, comma or Enter separated 
 
 
 For whom email BCC 
 Blind carbon copy recipient email addresses 
 Multiple emails, comma or Enter separated 
 
 
 For whom 
 Recipient category 
 Dropdown selection, default: "None" 
 
 
 Form Status 
 Status that triggers the notification 
 Options: Complete, Incomplete (default: Incomplete) 
 
 
 Enabled 
 Enable/disable the notification 
 Checkbox, default: Enabled (checked) 
 
 
 
 
 Validations and Rules 
 Field Validations 
 
 Notification Name : Required, cannot be empty 
 Code :
 
 Required, cannot be empty 
 Only uppercase letters (A-Z) and underscores (_) allowed 
 Must be unique (cannot duplicate existing codes) 
 Automatically converts to uppercase 
 
 
 Subject : Required, cannot be empty 
 Template Body Email :
 
 Required, cannot be empty 
 Plain text is sufficient 
 
 
 
 Email Address Validations 
 
 All email fields (For whom email, CC, BCC) must contain valid email format 
 Multiple emails can be entered, separated by comma or Enter key 
 Invalid email formats will be rejected 
 
 Service/Form Type Validations 
 
 Service/Form Type configuration can only be saved  after  the notification is created 
 You  must  select a Service/Form Type (Service, Form, or Service and Form) before saving the configuration 
 If you try to save without selecting a type, you'll receive an error message: "Please select a Service/Form Type before saving" 
 
 Error Messages 
 Common error messages you may encounter: 
 
 "The code already exists. Please use a different code." : The Code you entered is already in use by another notification 
 "Please save the notification template first before configuring services and forms." : You're trying to configure Service/Form Type before saving the notification 
 "Please select a Service/Form Type before saving." : You're trying to save Service/Form configuration without selecting a type 
 "An error occurred while saving..." : General error, check your input and try again 
 
 
 Common Workflows 
 Workflow 1: Create a Complete Notification with Service Selection 
 
 Click  New  from the Email Notifications list 
 Fill in all required fields (Name, Code, Subject, Template Body Email) 
 Set  Form Status  to "Complete" or "Incomplete" as needed 
 Fill optional fields as desired 
 Check  Enabled  if you want the notification active 
 Click  CREATE 
 After creation, scroll to  Service/Form Type  section 
 Select  Service  type 
 Expand modules and select desired services 
 Click  SAVE  in the Service/Form Type section 
 Your notification is now fully configured 
 
 Workflow 2: Create a Notification with Form and Result Tests 
 
 Click  New  from the Email Notifications list 
 Fill in all required fields 
 Important : Set  Form Status  to  "Complete"  (required for Result Tests) 
 Fill optional fields 
 Click  CREATE 
 In  Service/Form Type  section, select  Form  type 
 Expand modules and select desired forms 
 Result Test cards  will appear below selected forms (if forms have Result Tests) 
 Select desired Result Tests by clicking on them 
 Click  SAVE  in the Service/Form Type section 
 Both form selections and Result Test selections are saved 
 
 Workflow 3: Edit and Modify Service/Form Configuration 
 
 From the list, click  edit icon  for the notification 
 Modify any fields as needed (except Code) 
 Click  EDIT  to save changes 
 Scroll to  Service/Form Type  section 
 Modify your service/form selections as needed 
 If Form Status is "Complete" and you have forms selected, modify Result Test selections 
 Click  EDIT  (or  SAVE ) in the Service/Form Type section 
 Changes are saved 
 
 Workflow 4: Disable a Notification 
 
 From the list, click  edit icon  for the notification 
 Uncheck the  Enabled  checkbox 
 Click  EDIT 
 The notification status will change to "Disabled" in the list 
 The notification will not be sent even if conditions are met 
 
 
 Tips and Best Practices 
 Naming Conventions 
 
 Use descriptive names for notifications (e.g., "Driver License Expiration - 30 Days Before") 
 Use clear, consistent codes (e.g.,  DRIVER_LICENSE_30_DAYS ) 
 Include dates or timeframes in names when relevant 
 
 Email Content 
 
 Use plain text 
 Keep subject lines concise and clear 
 Consider including relevant information that recipients need 
 
 Service/Form Selection 
 
 Select only the services/forms that truly need this notification 
 Review your selections before saving 
 Remember that Result Tests only appear for "Complete" status 
 
 Result Test Selection 
 
 Only select Result Tests that are relevant to your notification purpose 
 Remember that changing Form Status to "Incomplete" will delete all Result Test selections 
 If you need Result Tests, always keep Form Status as "Complete" 
 
 Testing 
 
 After creating a notification, verify it appears correctly in the list 
 Check that all selected services/forms are saved correctly 
 If using Result Tests, verify they appear and can be selected when conditions are met 
 
 
 Troubleshooting 
 Result Test Cards Not Appearing 
 Possible causes: 
 
 Form Status is set to "Incomplete" → Change to "Complete" 
 Service/Form Type is set to "Service" → Change to "Form" or "Service and Form" 
 No form is selected → Select a form first 
 The selected form has no Result Tests associated → Result Tests may not exist for this form in the system 
 
 Cannot Save Service/Form Configuration 
 Possible causes: 
 
 Notification hasn't been saved yet → Save the notification first (CREATE button) 
 No Service/Form Type selected → Select Service, Form, or Service and Form first 
 No selections made → Select at least one service or form 
 
 Code Already Exists Error 
 
 The Code you entered is already used by another notification 
 Solution: Use a different, unique code 
 Remember: Codes are case-sensitive and must be uppercase 
 
 Template Body Email Not Saving 
 
 Include plain, unformatted text so it doesn't cause problems 
 
 Summary 
 The Email Notification module provides a comprehensive system for creating and managing email notifications. Key points to remember: 
 
 Required fields  must be filled before saving 
 Service/Form Type  configuration is only available after saving the notification 
 Result Test cards  appear when Form Status is "Complete" and appropriate forms are selected 
 Form Status changes  to "Incomplete" will delete all Result Test selections 
 Code field  cannot be changed after creation 
 Always verify your configuration before finalizing 
 
 For additional support or questions, refer to the documentation button in the Email Notifications list or contact your system administrator.