> For the complete documentation index, see [llms.txt](https://incident-tracker.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://incident-tracker.gitbook.io/docs/admin-guide/setup-walkthrough/part-2-notifications-workflows-and-system-settings.md).

# Part 2 — Notifications, Workflows & System Settings

Set up alerts, workflow automation, and core system settings.

Set up the automation that keeps your team informed and moves reports through their lifecycle without manual follow-up.

{% hint style="info" %}
Complete [Part 1 — Customize Your Submit Report Page](/docs/admin-guide/setup-walkthrough/part-1-customize-your-submit-report-page.md) before starting here. Workflows reference the categories and locations you configured there.
{% endhint %}

***

### Step 1 — Create email notification groups

Notification groups are reusable email lists.

You will reference them throughout your workflows.

Build them first so they are ready to select later.

* Create two or more groups that reflect real roles in your organization
* Add test email addresses so you can verify alerts during the checkpoint

{% hint style="info" %}
See [Notification Settings and Groups](/docs/admin-guide/communication/notification-settings-and-groups.md) for full setup instructions.
{% endhint %}

***

### Step 2 — Configure statuses and priorities

Statuses track where a report sits in its lifecycle.

Priorities give staff a quick visual indicator of urgency.

Create a small set of each before moving to workflows.

You will reference them in the next steps.

Statuses and priorities are important because they:

* Serve as visual indicators on report lists and report details
* Enable quick filtering across your incident data
* Act as workflow triggers and conditions

{% hint style="info" %}
See [Manage Status and Priorities](/docs/admin-guide/application-information/manage-status-and-priorities.md) for full setup instructions.
{% endhint %}

***

### Step 3 — Build your first workflow

This workflow fires when a report is submitted and meets certain conditions.

It is the most common workflow pattern.

Most organizations create several variations across category and location combinations.

Configure this workflow to:

* Trigger on report submission
* Filter by one or more categories or locations from Part 1
* Automatically set an initial status
* Send an email alert to one of your notification groups

{% hint style="info" %}
See [Manage Workflows](/docs/admin-guide/application-information/manage-workflows.md) for full setup instructions.
{% endhint %}

***

### Step 4 — Build your second workflow

This workflow fires when a report's status changes to a specific value.

It represents a later stage in the report lifecycle.

Use it for escalations, investigations, or handoffs.

Configure this workflow to trigger on a status change, then apply one or more of these actions:

* Send an email alert to a different notification group
* Attach a new form for that stage
* Assign the report to a specific person

{% hint style="info" %}
See [Manage Workflows](/docs/admin-guide/application-information/manage-workflows.md) for full setup instructions.
{% endhint %}

***

### Step 5 — Review application settings

**Application Settings** covers system-wide configuration.

This includes your organization name, default behaviors, and other general options.

Most new admins will not need to change much here initially.

It is still worth reviewing before go-live.

{% hint style="info" %}
See [Application Settings](/docs/admin-guide/application-information/application-settings.md) for a full breakdown of available options.
{% endhint %}

***

***

{% hint style="success" %}
**Checkpoint:** Submit a test report that matches the category and location from your first workflow. Then change its status to the trigger value from your second workflow. Confirm the correct notification groups receive both emails and that the status updates as expected. When this works, you're ready for Part 3.
{% endhint %}

***

**What's next:** [Part 3 — Users, Permissions & Integrations](/docs/admin-guide/setup-walkthrough/part-3-users-permissions-and-integrations.md)