ATLAS Housing- Email Notifications Set Up for Post Local Administrators, Service Providers and USDH Follow

Topics Covered
ATLAS Housing- Email Notifications Set Up for Post Local Administrators, Service Providers and USDH

Target Users
Local administrators

Service Providers

USDH/ Occupants/ American Officers

Required Permissions
Local Administrator Role

The ADG and ATLAS Housing team have been working to set up a series of default email notifications within the system to help streamline communication.

That said, we understand that each Post may have unique needs, so you're welcome to customize these notifications as needed to best support your local workflows.

Enable or Disable Default Email Notifications for Post

To enable or disable specific email notifications, please follow the steps below:

1. Navigate to the Configuration Menu
2. Select Manage Local Settings
3. Choose Edit Email Preferences
4. Adjust your settings by selecting Enable or Disable for each notification and specify whether you would like to Send or Not Send emails.
5. This setting applies for all email notifications of that type for Post.

Enable or Disable Local User Email Notification

If a user wishes to disable a specific type of email notification.

1. Click on the upper right hand corner Account Settings  
2. Select Edit Settings

  3. Adjust your settings by selecting Enable or Disable for each notification, and specify whether you would like to Send or Not Send emails

Customization of Email Notifications

1. Navigate to the Configuration Menu
2. Select Manage Email Templates
3. Select an Event Type to modify

Below is a detailed breakdown of the email notifications triggered by various actions within the ATLAS Housing system. These notifications are designed to keep relevant stakeholders informed of key events related to housing assignments.

User/ Occupant Notifications

1. Assignment Added Notifications

When a new and/or Incoming occupant is added in ATLAS Housing, the system triggers two distinct types of email notifications:

Local Administrators and Occupant Manager Role:

Purpose: To notify service providers at Post that an incoming officer has been assigned to ATLAS Housing

Content: This notification includes a link to the Occupant’s Profile, which allows relevant staff to review the details of the new occupant.

USDH Officers:

Purpose: To notify the incoming American officer that they have been added to the gaining Post 

Content: The officer will receive an email with a URL that links directly to their Resident Portal, where they can view and manage their housing assignment details when available. If the USDH express access issues, please email us at ADG-Support@state.gov

2. Dates Adjustments Notifications

When Arrival and Departure dates (including move-in and move-out dates for USDH officers) are adjusted, the following roles will receive notifications:

Roles Notified:

• Occupant Viewer
• Occupant Manager
• Global Reader
• Local Admin
• Occupant Basic Viewer

Purpose: These notifications are intended to inform service providers and administrative staff when there are changes to an officer’s housing assignment dates. The email includes a URL to access the updated Occupant’s Profile.

Important Note: All changes to these dates should be manually entered by Local Administrators at Post based on official documentation. ATLAS Housing is not currently set up to automatically adjust or modify these dates; they must be updated manually to ensure accuracy.

3. Housing Moved-In User Notifications

When a housing assignment is updated to the Moved-In status, the following roles will receive email notifications:

Roles Notified:

• Occupant Viewer
• Occupant Manager
• Global Reader
• Local Admin
• Occupant Basic Viewer

Purpose: These notifications inform service providers assigned to the roles listed above that an officer’s housing assignment has been updated to the “Moved-In” status. The notification provides a direct link to the Occupant’s Profile for quick reference.

USDH (Incoming Officers):

Purpose: The incoming officer will receive an email notification confirming that their housing assignment has been updated to the "Moved-In" status.
 

Content: The officer will be able to access this information via their Resident Portal, where they can review the status of their housing assignment.

These email notifications ensure that all relevant personnel are kept up to date on key housing events, including new Occupants to Post, date adjustments, and status changes.

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Housing Questionnaire Email Notification

The Housing Questionnaire is a crucial component of the Housing Assignment Process, specifically during the IAHB voting process. Below is a comprehensive overview of the email notifications associated with the Housing Questionnaire in ATLAS Housing, and the steps involved in ensuring the process runs smoothly.

Housing Questionnaire Process Overview:

When a USDH is added to ATLAS Housing, their status is automatically set to “Incoming Officer.” This triggers the ability for Local Administrators to send a Housing Questionnaire to the officer for completion within their Resident Portal.

ATLAS Housing also tracks the progress of the Housing Questionnaire throughout the process. Local Administrators can monitor the status of all incoming officers’ questionnaires under the Incoming Occupants page. This allows admins to view where each officer stands in the process and whether the questionnaire has been completed.

Types of Email Notifications:

Once the Housing Questionnaire has been configured by Post, the following email notifications are triggered during the Housing Questionnaire process:

1. Questionnaire Assigned to an Incoming Employee (USDH):

• Triggered When: A USDH is assigned to Post and the Housing Questionnaire is sent to the officer.
   
• Purpose: To notify the incoming officer that they have a Housing Questionnaire to complete.
   
• Content: The email includes a URL that directs the officer to their Resident Portal, where they can fill out the questionnaire. This notification ensures the officer is aware of the required action to complete their housing details.

2. Questionnaire Submitted:

• Triggered When: The USDH completes and submits the Housing Questionnaire.
   
• Purpose: To inform the Local Administrator and Occupant Manager that the officer has submitted their questionnaire for review.
   
• Content: The email includes a URL that leads to the submitted Housing Questionnaire. Local Administrators and Occupant Managers can then review, approve, and finalize the questionnaire to proceed with the IAHB recommendations for the housing assignment.
   

3. Returned Questionnaire to the Employee (USDH):

• Triggered When: The Local Administrator returns a submitted Housing Questionnaire to the USDH for completion of missing or incomplete information.
   
• Purpose: To notify the USDH that their Housing Questionnaire needs additional information before it can be processed.
   
• Content: Default email from the system announcing the return of the Housing Questionnaire. Local administrators are responsible to add instructions within the Questionnaire about the pending information

Important Notes:

• Housing Questionnaire as a Standalone Module:

  The Housing Questionnaire is a unique module within the ATLAS Housing system. While it can be used independently, it is important to note that the functionality of the Housing Questionnaire is closely linked to up-to-date information within the Housing Pool and Occupants data in the system. 

  These datasets must be properly maintained and manually updated to ensure the Housing Questionnaire module functions effectively. 

  The Housing Questionnaire is an essential step used in the IAHB Process. After the Questionnaire is completed, local administrators will be able to provide Housing Assignment recommendations to the IAHB members either with Direct Approval or Yes/No Voting 
   

• Tracking Progress:
  Local Administrators can monitor the status of each USDH’s Housing Questionnaire progress under the Incoming Occupants page in ATLAS Housing. This feature allows administrators to keep track of who has completed the questionnaire and who still needs to provide their responses, ensuring timely processing.

Conclusion:

The Housing Questionnaire is a vital tool in the housing assignment process for incoming officers. By using the associated email notifications, Local Administrators and relevant staff can efficiently track the completion and status of each officer’s questionnaire. Please ensure that all associated data in the Housing Pool and Occupant profiles remain up to date to facilitate a smooth and functional process. 

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Housing Assignment Email Notifications

IAHB Email Notifications Summary:

Once the Housing Questionnaire is reviewed and approved by the Housing Office, it’s ready for recommendations. These recommendations are typically made by individuals in the Housing Organizer Role, such as the General Services Officer (GSO), Local Coordinator/Supervisor, GSO Transition Coordinator, or EPAP GSO. It is not recommended for anyone outside of the Housing Office to manage this process.

The Housing Office has the authority to approve or reject housing assignments and manage the actual data within the system.

Here’s an overview of the different types of email notifications related to housing assignments:

Recommendations Ready for Approval: Once recommendations are made, Housing Board members, local administrators, and the Housing Board Organizer receive an email with a URL to access the batch of recommendations.

Housing Assignment Processes- Yes/ No Voting IAHB 

Ready for IAHB Voting: When housing assignment recommendations are ready for voting, Housing Board members receive an email notification with a URL to cast their "Yes" or "No" votes.

Ready for IAHB Viewing: Non-voting Housing Board members receive an email with a URL to view the housing assignment recommendations, though they cannot vote.

Ready for IAHB Voting Residence: Notification sent to Housing Board members with access to voting batches via the App.

IAHB Members will have access to the Occupant's Profile information, Housing Questionnaire and Residence's Profile details

Ready for IAHB Viewing Residence: Notification sent to non-voting Housing Board members to view recommendations via the App.

Housing Assignment Process- Direct Approval

Ready for IAHB Direct Approval Voting for Housing Board Organizer Role:
Notification sent to Housing Board organizer confirming batch creation.

Ready for IAHB Direct Approval Voting for IAHB Members: Housing Board members will receive an email with a URL to access housing assignment recommendations. They can view the information, but they cannot vote in the App. Voting will be officially marked as completed by the Housing Board Organizer after the Housing Board meeting

Ready for IAHB Direct Approval Viewing Residence:
Notification sent to Housing Board members and non-voting members about batch creation for viewing purposes after the official meeting.

Ready for IAHB Direct Approval Viewing: Non-voting Housing Board members receive an email with an URL to view the housing assignment recommendations. Voting will also be finalized by the Housing Board 

Recommendation Approved: Once recommendations are approved, both local administrators and Housing Board members receive an email confirmation.

This system ensures smooth communication and organization throughout the housing assignment process.

IAHB (Housing Board) General E-mail Notifications:

Rejected:
The occupant manager and local administrator receive notification about rejection by the Housing Board.

Assigned: Local administrators, occupant manager, and USDH receive official housing assignment notification. Officers receive an URL to their Resident Portal for viewing photos, attachments, and RPA data (if enabled). Local administrators and occupant managers are directed to the occupant's profile.

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Processes Email Notifications (Commissioning, Make Ready and Decommissioning)

Commissioning, Make Ready, and Decommissioning Process Notifications:

Local administrators can create customizable email notifications for service providers based on tasks related to commissioning, make ready, and decommissioning processes.

Tasks include:

Process Started
Process Completed
Task Assigned
Task Created
Task Completed
Task Past Due /Task Comments Added
Task Status Changed

Templates and Gantt Charts are used to streamline these processes, which can be edited and customized for specific properties.

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Key Date Changes

They're sent whenever someone changes the Arrival / Departure and Move In / Move Out dates.

Roles: are Occupant Viewer, Occupant Manager, Occupant Basic Reader and Local Admins.

________________________________________________________________________________________________________________________
 

Delegated User Email Notification

EFM (Eligible Family Member) Delegated User Notifications:

• Delegated Assigned: Notification sent to local administrators and USDH when an officer requests access for an EFM to the App.
• Delegated Pending: Local administrator receives notification to approve the USDH's request to add a delegated user.
• Delegated Created: Notification sent to local administrators and USDH to confirm approval, triggering an email to the EFM with instructions to create their Okta account for App access.
• Delegated Declined: Notification sent to local administrators when a request is declined for reasons such as errors or incorrect details.

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Inspection Report Notifications

• Customizable email notifications can be sent to service providers, landlords, and occupants for inspection reports requiring action.

   

For more details about Email Notifications, please refer to links below:

Atlas Housing Email Notifications Improvements – Application Development Group (EUR-IO/EX/RSC)

Atlas Housing Release Notes V1.10.3 – Application Development Group (EUR-IO/EX/RSC)

Housing- Release Notes 1.11.0 Improvements - Part 2 – Application Development Group (EUR-IO/EX/RSC)

Okta Account Activation for Delegated Users (EFMs), Personal Email Accounts and Agency Accounts – Application Development Group (EUR-IO/EX/RSC)

Housing Assignment Status – Application Development Group (EUR-IO/EX/RSC)

For additional help, please contact DT at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
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