Notifications
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This section is generic to all Workflows where document templates are generated.
Within the system dynamic notifications can be generated within the workflows similar to the example below for Missing Information.
With dynamic notifications the document template is stored in Settings within the Blue Badge system and when the Set content button is pressed the template is loaded to the screen. The user is able to edit the content before clicking Save which then sets that content to be delivered.
There is the option to select to send the document either as an email or a letter. If there is no email address with the application then do not select this option.
You can see in the example below that there is an email address
When you select one or other of the options (or both) a document is generated and when you save that document it will be stored in the Documents tab of the Case. You will need to manually Tag the document if needed.
If the document is being sent as an email there is no need to take any further action as the email will be sent automatically. The email file is also stored in the Documents tab and you can optionally go to the Documents tab and add a Tag to the document to indicate what type of notification it is for ease of reference later.
Emails generated from dynamic workflow actions are sent from the IEG4 platform directly using the Sendgrid email relay. The from address can be set to be your Council's domain with a small amount of technical work.
If the document is being sent as a letter you will need to go to the Documents tab of the Case after it has been generated in the workflow and open the latest file saved there to open the letter and print it out locally to be sent by post. You are also able to add Tags to the document to indicate the type of correspondence.
In this case the document created will use a letter template as below:
Contact Details can be held on a Case alongside the applicant's own details.
If you wish to use the Contact Details for any notifications that are generated in the workflows then select "Yes" next to "Use Contact Details?"
In addition to the dynamic document templates it is also possible to use GOV.Notify to send out additional notifications throughout the workflows if required. An example could be an email sent to the applicant to notify them of a successful application.
Where GOV.Notify is being used the Authority creates the template on the Notify platform and the Template ID is added to an Action on the Workflow to trigger that notification through the GOV.Notify Connector (configured in Settings).
The following Illustrates how the system will trigger the email within GOV.UK Notify to be sent to the customer upon stage progression. GOV.UK Notify is not essential for the Concessionary Travel system, it is an option within the workflow if you decide you would like to use this in addition to the standard dynamic notifications outlined above.
