Approval Request Notifications
Trigger: When a change is submitted to a vCAB for approval
Recipients: All voting members of the assigned vCAB
Content includes:
- Change ID and title
- Brief description of the change
- Submitter name
- Risk level
- vCAB name and approval requirements
- Direct link to review and vote
This notification prompts vCAB members to review the change and cast their vote.
Vote Cast Notifications
Trigger: When any vCAB member casts their voteRecipients:
- Change creator
- All other vCAB members (excluding the voter)
Content includes:
- Voter name and their decision (approved/rejected/abstained)
- Vote comments (if provided)
- Current vote tally (approved, rejected, pending counts)
- Link to the change
This keeps the team updated on voting progress and any concerns raised.
New Comment Notifications
Trigger: When a comment is posted in the vCAB discussion
Recipients:
- Change creator (if not the commenter)
- Assigned user (if not the commenter)
- All vCAB members (excluding the commenter)
Content includes:
- Commenter name and initials
- Comment message
- Timestamp
- Link to the change discussion
This facilitates collaborative discussion and ensures no one misses important feedback.
Change Started Notifications
Trigger: When an approved change begins implementationRecipients:
- Change creator
- Technical approver (if assigned)
- Operational approver (if assigned)
- All active vCAB members (if vCAB assigned)
Content includes:
- Change ID and title
- Implementation start time
- Implementer name
- Implementation plan details
- Link to the change
vCAB members are notified so they can monitor progress and be available if issues arise.
Change Completed Notifications
Trigger: When a change is marked as successfully completedRecipients:
- Change creator
- Technical approver (if assigned)
- Operational approver (if assigned)
- All active vCAB members (if vCAB assigned)
Content includes:
- Change ID and title
- Completion time
- Implementer name
- Completion notes and test results
- Link to the change
This confirms successful implementation to all stakeholders who approved the change.
Change Failed Notifications
Trigger: When a change fails and requires rollbackRecipients:
- Change creator
- Technical approver (if assigned)
- Operational approver (if assigned)
- All active vCAB members (if vCAB assigned)
Content includes:
- Change ID and title
- Failure time
- Implementer name
- Failure reason
- Rollback notes
- Link to the change
Critical notification ensuring all approvers are immediately aware of implementation issues.
Best Practices
For vCAB Chairs
- Ensure all vCAB members have valid email addresses
- Review member list periodically to remove inactive users
- Set clear expectations for response times on vote requests
For vCAB Members
- Monitor your inbox for vote request notifications
- Respond promptly to maintain change velocity
- Use the comment feature to raise concerns before voting