Notification settings

Mawidabp sends automatic emails to keep auditors and auditees aware of findings, due dates, and status changes. This page describes how to adjust that behavior from the administrator's view.

tip

If you are looking for which notifications an end user receives, see User notifications.

Where each thing is configured

Notification configuration is split between two places:

1. Administration → Configuration — global parameters (frequencies, deadlines, send times).
2. Administration → Emails — message templates (subject and body).

Parameters that affect notifications

The key parameters live in Parameters; here we summarize them through the lens of notifications:

Parameter	Effect
Days before due date	Controls when alerts are sent before the due date. By default 7,1 triggers two emails: 7 days and 1 day before. Accepts a list; for example 14,7,1 gives three alerts.
"Pending findings summary" notification period in weeks	Every how many weeks the overdue summary is sent (Monday 8 PM). 0 disables.
Days before considering an issue without response as unanswered	After how many days without a response the status changes to "No response" and is notified.
Days when a confirmation request must be sent	Array of days for the confirmation reminders.

Events and recipients

Map of which event triggers which notification:

Event	Trigger	Recipients	Timing
Issue moves to Notify	Status change	Assigned auditees	8 PM on the day of the change
New comment on a finding	Posting a comment	Other participants in the finding	Immediate
Change to No response	Configured days pass without comment	Auditors and auditees	Automatic
Approaching due date	Committed date approaching	Auditors and auditees	Per day list
Due date	Committed date reached	Auditors and auditees	On the day
Overdue pending summary	Weekly schedule	Auditors and auditees	Mondays 8 PM
Escalation by overdue	Overdue without response	Higher hierarchy, week by week	Automatic
Report close to closing	7 business days before	Auditors and supervisors	Automatic

The audit manager does not receive individual notifications about findings or comments by default, to avoid overload. They can be added as an explicit recipient on specific findings.

Send time and day for summaries

The weekly pending-findings summary is sent Mondays at 8 PM by default. If your organization needs a different day and time, it is changed in the instance configuration (let the support team know). The timing of daily notifications (also 8 PM by default) is adjusted through the same channel.

Email templates

From Administration → Emails you edit the texts of every email type Mawidabp sends:

• Subject.
• Body (free text with variables such as recipient name, finding code, due date).
• Signature and footer.

The list of available templates depends on the installed version. The most common ones:

• New finding assigned.
• New comment.
• Due date reminder.
• Weekly pending summary.
• Report close to closing.

Variables available in templates

Templates support variables that Mawidabp replaces when sending. Some common ones:

• {{user}} — recipient's name.
• {{organization}} — organization name.
• {{finding.code}} — finding code.
• {{finding.title}} — finding title.
• {{finding.due_date}} — committed date.
• {{url}} — direct link to the finding.

The full list shows up when editing each template.

Hierarchical escalation

Automatic escalation of overdue issues is enabled at the instance level (not per organization). Once enabled, it works like this:

1. First notification to auditee and auditor (on the due date).
2. Following week: climbs one level in the hierarchy defined by the user's Position and Superior fields.
3. Continues climbing every Monday until the hierarchy is exhausted or a response is received.
4. Every time Implementation date is updated, the counter resets to zero.

The hierarchy is defined in user profiles (the "Position" and "Superior" fields), typically synced from LDAP/AD.

Auditee-specific notifications

When the auditee confirms receipt of a notification (via the "Confirm notification" link in the email), the status is logged but does not trigger an email to the auditor. If the auditee does not confirm and does not comment within the configured window (3 days by default), the issue changes to No response and there is a notification.

Email sender

The sender and the name shown in the emails are configured in Administration → Organization → Options. For on-premise organizations, the SMTP server used by the application is also configured there (see installation technical documentation).

Test sending

From Administration → Emails you can send a test email of every template to a specific user. Useful when launching a new template or after changing the SMTP server.

Common problems

• A user says they do not receive emails: verify their email is correct in their profile. Check whether the domain is on the SMTP server's exclusion list.
• Emails go to spam: configure SPF/DKIM for the sender's domain in DNS.
• The weekly summary does not arrive: verify the "Pending findings summary" notification period parameter is different from 0.