Administration and maintenance
Setting up notifications (RACI)
Purpose
The app sends role-based e-mails directly from Jira when something important happens — on certain status changes and warning field values. Who gets notified depends on the RACI roles on the respective item. Everything is configured in the RACI notifications view (sidebar: Notifications).
Who can do this
Jira administrators only — the navigation entry is hidden for everyone else.
The RACI roles
- R — Responsible (assignee): the assigned person.
- A — Accountable, C — Consulted, I — Informed: the 👤 fields on the item (Roles and permissions).
Steps: setting it up
- Open Notifications in the sidebar.
- Turn on the master switch “Notifications active (master switch)”. Important: it is OFF by default — until then: “Master switch is OFF — no e-mails are sent, regardless of the rules below.”
- Review the rules (enabled by default) and disable individual rules if needed.
- Optionally click the R/A/C/I letters per rule to switch individual recipient roles on or off. The ⓘ icon explains each rule’s trigger, message and recipients.
The available notifications
| Trigger | Applies to | Kind |
|---|---|---|
| Risk scenario → ✅ Accepted | Risk Scenario | Status change |
| Requirement → 🟢 Done | Requirement / Partial Requirement | Status change |
| Action → 🔵 In escalation | Action / Corrective action | Status change |
| Audit → ✅ Completed | Audit | Status change |
| Asset → 🟢 Active | Process / Supplier / ICT Asset / Infrastructure | Status change |
| Nonconformity → ❌ Risk recorded | Major/Minor Nonconformity, Opportunity for Improvement | Status change |
| 🚦 Current Risk Category becomes 🟠 high / 🔴 very high | Risk Scenario | Field alert (R, A) |
| 📊 Result of the effectiveness review becomes 🔴 not effective | Action / Corrective action | Field alert (R, A) |
Review Status & Escalation (its own card at the top of the tab)
The review-cycle reminders and escalations are controlled via the Review Status & Escalation card — with its own on/off switch (independent of the master switch), Run now and ⚙ Configure. The dialog “Configure review status” offers three blocks:
- Status levels (traffic light): “🟡 Due from [n] days before the review date” (default: 30); “🔴 Overdue from the review date (day 0) — fixed”.
- Escalation and notification stages: per stage a toggle, day count, timing (days before / on the review date / days after) and RACI recipients; + Add stage adds more. Defaults: 30/14/7/3 days before to the assignee; on the review date and 3/7/30 days after to assignee + Accountable. Each stage fires exactly once as soon as its point in time is reached or passed — as an e-mail to the selected roles, without a comment on the issue.
- Repeat after the last stage: “Then remind every [n] days” (default: 30) with RACI selection.
Buttons: Save, Reset to defaults, Close. Due and overdue items additionally move to 🔄 Under review; after completing a review the app sets 📅 Reviewed on and the cycle starts again.
Troubleshooting
- No e-mail arrived: master switch on? Rule enabled? 👤 fields filled? Is the person in a higher role (then only one e-mail)?
- Independently of these rules, some automations comment directly on the issue (e.g. overdue monitoring) — those run via Managing automations.
Related pages
Documentation baseline: app version 1.1.15 · 2026-08-20