Notifications and system messages

Use this reference to understand notification behavior and common message outcomes in Evidence Hub. This topic documents scenarios, likely causes, and next actions rather than every exact UI or email string.

Notification behavior by scenario

Notification emails are triggered by assignment, collaboration, access, and decision events.

Scenario	Who is notified	What the notification typically includes	What the recipient should do
Request assignment, viewer assignment, or delegation update	Assigned participant	Record link, assignment context, and due date details when available	Open the record and confirm assignment details before responding.
Evidence submission or alternate submission	Owner, requester, or respondent	Record link and submission context	Open the record and continue with review or follow-up actions.
Accept or reject decision	Respondent, requester, or both	Decision outcome and optional reviewer comments	Review the decision details and complete any required next step.
Access request created or decided	Owner or requester	Record link, requester identity, and decision context	Open the record and approve, deny, or proceed with granted access.
User tagged in Comments	Tagged user	Conversation link and tagged message context	Open the conversation and respond if action is required.
Access revoked, role changed, or reviewer assignment changed	Affected participant	Role or access-change context, actor, and timestamp details when available	Open the record to confirm the new access level and proceed with the updated workflow.
Record lifecycle or configuration update	Owner, requester, or assigned participants	Status or setting-change context, such as archive, validation, discoverability, or delegation behavior updates	Review the updated record state and complete any required follow-up action.

To reduce volume, tagged-message notifications are consolidated. Grouped notifications can include multiple unread messages within a short window of roughly 10 minutes.

System message families and next actions

Use these patterns to interpret common user-facing messages and resolve blocked workflows.

Message pattern	What it usually means	What to do next
Authorization or access-denied message	The current identity does not match assignment, or read access is not granted.	Sign in with the assigned identity, then select Request Access where available.
OTP expired, used, or blocked	The one-time passcode is invalid due to expiry, reuse, or repeated invalid attempts.	Open the original link to request a new code, or request a new link from the sender.
Upload blocked by file rule	The file violates size, type, or security rules.	Upload a compliant file and retry.
Delete not allowed	Current role or record state does not allow deletion.	Confirm role and lifecycle state, then follow the allowed archive or admin path.
Link inactive or removed	The referenced record was deleted or is no longer available at that link.	Contact the sender for an updated request or replacement record path.
Role, setting, or workflow state changed	A role assignment, delegation rule, validation setting, or lifecycle transition changed how the record behaves.	Review the latest role and record settings, then continue with the updated process.

When to escalate

Escalate to an admin or owner when a user cannot complete work after validating identity, assignment, and role-based access conditions.

• Escalate to owner for access decisions, reassignment, or missing workflow context.

• Escalate to admin for repeated OTP lockouts, policy-based restrictions, or deletion-path questions tied to lifecycle state.