Setting low supply alerts
This lesson applies for users with access to the Study supply overview.
Introduction
To ensure that there is sufficient supply during the study, you can set alerts and be notified when the supply is running low. Thresholds can be set for all sites in the study or for specific sites. The settings you make for individual sites always override the general settings you make.
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Important! Once you make individual alert settings for a specific site, this is an irreversible action. You can never go back and apply the general alert settings for that site. You can however always edit the alert levels for the site, including enabling/disabling the settings. Note that the tools symbol next to the site will remain lit (orange), even if you have disabled the settings for the site. |
Alert symbols
When alerts are activated, and the amount of kits are lower than the set level, a symbol appears in the Valid column:
A colored bar in the far left column is also lit to indicate that there is an alert (yellow/red).
There are two alert levels that can be activated:
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Notifications | To notify the user that the supply is running low. |
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Warnings | To warn the user that the supply is running critically low. |
Alert settings
Setting alerts for all sites
To set alerts for all sites:
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In the Study supply overview, click the Edit button in the top right corner: 
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| 2 |
In the pop-up window, for each kit type, select the option to enable notifications and/or alerts, and enter the values for when alerts shall trigger. 
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| 3 |
Click Save changes. |
Setting alerts for individual sites
To set alerts for a specific site, click on the tools symbol next to the site in the Site column and then follow step 2-3 in Setting alerts for all sites.
Note! Settings of specific sites always override the general settings.
The tools symbol turns orange when there are individual settings activated for a particular site. The tools symbol remains gray if no individual settings are set and the general settings apply at the site. It also remains gray if there are no alert settings configured.
Email alerts
You can configure email alerts to easily keep track of the supply status. The email is sent out to the users that have permission to manage or view kits on study level. You configure the thresholds for when the emails should be triggered in Logistics settings (the same pop-up where the general thresholds are set).
With the above thresholds as an example, an email is triggered when:
The following option is selected: Email the users that are viewing IP on study level when the number of kits reaches notification level and the number of Active and/or Placebo in stock is lower than 10.
The following option is selected: Email the users that are viewing IP on study level when the number of kits reaches warning level and the number of Active and/or Placebo in stock is lower than 5.
The email looks as follows:
The number of quarantined kits, expired kits, as well as kits in transit are also shown in the email so that you can estimate and plan the inventory accordingly.
Note! It is not possible to make email settings per site—the email settings are general and apply to all sites. The emails are however triggered per site and you can see in the email for which site the email was triggered.