Managing Diligent One email notifications
By default, users receive email notifications from Diligent One apps when specific actions or changes occur. You can disable emails notifications if you want.
Users who report not receiving email notifications may need to check their spam filter. Email notifications are sent from notifications@highbond.com unless your organization has set up a custom sender. For more information, see Set up a custom email sender.
Apps
The apps available to you depend on the edition of Diligent One (standard or premium) in use, and whether or not your organization has purchased any add-on apps.
For more information, see Subscriptions, editions, and capabilities.
Email language
When an email is sent to an address that belongs to a user, the email content is displayed in the user's language settings. When an email is sent to an email address that does not belong to a user, the email content is displayed using the organization's default language settings.
Disabling email notifications
You can disable email notifications you receive from Diligent One in Launchpad. Turning off email notifications stops all automated notifications from being sent to you.
Disabling email notifications does not apply to questionnaires in the Results app as the only way to reply is via email.
- Sign in to Launchpad (www.highbond.com).
- If your company uses more than one organization in Launchpad, make sure the appropriate organization is active, or select the appropriate organization from the dropdown list.
- Select > Profile Settings.
- Toggle notifications on or off for any of the Diligent One apps that are included under Email Notifications. Changes are saved automatically.
Detailed information
Emails are sent from Launchpad to notify users about:
- their account activation(s)
- changes made to their account
- being added as a group owner
SSO enabled organizations do not receive some emails
Users that belong to SSO enabled organizations do not receive invitation and activation emails. When SSO is enabled, users can simply sign in to Launchpad by going to www.highbond.com, clicking Sign in to a custom domain, and providing the custom domain they have been assigned.
List of Launchpad email notifications
Notification type | Email subject | Email occurrence | System Admin | User |
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Account activation |
Activate your account |
When your Diligent One account has been created | ||
Sign in to get started | When you activate your Diligent One account | |||
Sign in to your account |
When your organization is first made available on Launchpad or when you have been invited as a user to an existing Launchpad organization | |||
Account changes |
Changes to your account |
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Changes to your email |
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Password change |
Reset your password |
When you make a request to change your password | ||
Bulk addition of users |
Users added to organizationName |
When a System Admin has bulk added users to Launchpad successfully | ||
Fix errors to add remaining users | When a System Admin has bulk uploaded users to Launchpad, but not all users have been added successfully | |||
Groups | Manage members in your group | When you have been added as a group owner, allowing you to manage user access to different resources in Diligent One | ||
groupName is now disabled | When a System Admin disables a group and you are the owner of the group | |||
groupName is now enabled | When a System Admin enables a group and you are the owner of the group |
= Receives email notification
= Does not receive email notification
In the Strategy app, you can subscribe to operating segments and strategic objectives identified in your Strategy Map to receive updates about risks. Once subscribed, you receive the daily summary email from Diligent One once a day at 00:00 UTC time. All Strategy users that have subscribed to updates receive the email.
When is the daily summary email sent?
The email is sent when:
- a new comment is made
- a file is attached to a risk
- inherent risk scores (automated using assessment drivers) change
- an assessment driver has been disabled due to an error
Example
Subscribing to email updates
Scenario
A managing director subscribes to the EMEA (Europe, the Middle East, and Africa) operating segment. A staff member makes a comment attaches a new document to a risk associated with the EMEA operating segment.
Result
The managing director receives the daily summary email that:
- notes the new comment and file associated with the risk
- provides a link to the updated risk in Strategy
Subscribe to email updates
- Open the Strategy app.
- From the Strategy home page, select the Settings tab.
- If you are a Strategy Admin, the Users page opens.
- If you are an Oversight Executive or Oversight Reviewer, the My Notifications page opens.
- If you are a Strategy Admin, select My Notifications.
- For each operating segment or strategic objective, select the checkbox to subscribe to updates about risks, or deselect the checkbox to unsubscribe from receiving updates.
- Click Update. Your subscription setting are saved.
Emails are sent from Projects to notify users about:
- assigned requests, reviews, to-dos, or actions
- changes to projects
Configure how often reminders are sent
If you need to send recurring reminders about actions and requests, you can configure how often email notifications should be sent to owners and CC'ed persons.
You can send recurring reminders on:
- a daily, weekly, or monthly schedule
- a custom schedule based on "x" number of days before the due date
Example
Configuring recurring reminders
Scenario
You create a request and specify the due date as May 3, 2019. You also configure your notifications settings as follows:
- Send recurring reminders Weekly
- Send reminders prior to due date 5, 3, 1, blank, blank
Result
Reminder emails for the request are sent weekly (every Monday) prior to May 3, 2019. Additional reminder emails for the request are also sent 5 days, 3 days, and 1 day prior to May 3, 2019.
After May 3, 2019, the reminder emails continue sending on a weekly schedule until the request is closed, deleted, or assigned to another person. If the person assigned to the request is removed from the project, or the project is archived, the reminder emails also stop sending.
Steps
-
From the Launchpad home page (www.highbond.com), select the Projects app to open it.
If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Projects app.
The Projects home page opens.
- Select the Notifications tab.
- Configure the following fields and select Save:
Field Default Remarks Send recurring reminders Weekly Select Daily, Weekly, or Monthly from the dropdown list to indicate the frequency that reminder emails will be sent for outstanding items (open or overdue actions/requests).
Reminder emails start sending at 00:00 UTC. Weekly reminders send on Mondays, and monthly reminders send on the first day of the month.
Reminder emails about actions and requests send prior to and after the due date until the items are closed, deleted or assigned to another person. If the person assigned to the item is removed from the project, or the project is archived, reminder emails also stop sending.
Send reminders prior to due date Select this option to set a custom schedule for reminder notifications based on "x" number of days before the due date of the action/request. You can specify up to five custom notification frequencies.
If the due date of an action / request has passed, or if no due date is set, reminder emails are sent on the default frequency (Weekly) or specified recurring reminder frequency (Daily or Monthly).
Note
If you enable only regularly recurring reminder emails without additional scheduled reminders "x" days prior to the due date, Diligent One sends the regularly recurring reminders both before and after the due date.
However, if you enable both notification types, Diligent One sends only the reminders on the custom schedule before the due date, and sends only the additional regularly recurring reminders after the due date has passed.
List of email notifications
Notification type | Email subject | Email occurrence | Roles that can receive the email |
---|---|---|---|
Reset user password | Reset your password |
when a Project Admin resets a user's password Note
Project Admins can reset a user's password from Projects under System administration > Manage users. |
Any role |
Bulk upload | Items uploaded | when risks or controls are bulk uploaded to a project or framework, or issues are bulk uploaded to a project | Professional Manager |
Backup | Download your project backup | when a backup of a project is complete | Professional Manager |
Project backup failed: try again | when a problem occurs during the process of backing up a project | Professional Manager | |
Project creation | Project creation failed: try again | when a problem occurs during the process of creating a project within an assurance plan |
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Project archived or rolled forward | Project archived | when a project is archived | Professional Manager |
Archiving projectName failed: try again | when a project is archived and a problem occurs | Professional Manager | |
Project rollforward complete | when a project has been rolled forward | Professional Manager | |
Project deleted | Project deleted | when a project has been deleted and will be permanently deleted automatically in 30 days |
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Importing, cloning, and copying | Standards and regulations imported | when standards or regulations are successfully imported to a compliance map |
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Import to compliance map failed: try again | when standards or regulations are unsuccessfully imported to a compliance map |
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Import from Content Library failed: try again | when a problem occurs during the process of importing from Content Library |
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When a problem occurs during the import, cloning, rollforward, or copying process |
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Automated assessments | Updates to automated assessments |
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Review | userName assigned you as a reviewer |
when the next reviewer is assigned to review one of the following:
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To-dos | userName assigned you a to-do | when a to-do has been assigned to you | Any role |
userName commented on a to-do | when a person posts a comment on a to-do | Any role | |
Close a to-do |
when a person clears a to-do |
Any role | |
userName closed a to-do | when a person closes a to-do | Any role | |
Actions, requests, certifications, and assignments |
assignerName assigned an action item to assigneeName |
when you have been assigned to respond or contribute to an action | Anyone (not only Diligent One users) |
userName updated an action item |
when someone updates an action This email is sent to the action creator (Assigned by). The action creator does not receive the email if they updated the action. |
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userName commented on an action item |
when someone posts a comment on an action This email is sent to the action creator, action owner, and any CC'ed users. The person that made the comment does not receive this email. |
Anyone (not only Diligent One users) | |
Respond to a request Note
This email subject is customizable. |
when you have been assigned to respond or contribute to a request | Anyone (not only Diligent One users) | |
userName updated a request |
when someone updates a request This email is sent to the requestor. The requestor does not receive the email if they updated the request. |
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userName commented on a request |
when someone posts a comment on a request This email is sent to the requestor, request owner, and any CC'ed users. The person that made the comment does not receive this email. |
Anyone (not only Diligent One users) | |
userName assigned you to a(n) ItemName |
When a user has been assigned as Owner, Executive Owner, or Assigned User for an objective, control, test, or published issue When a user has been assigned as Owner for an unpublished issue, and that issue is then published Note
If an issue is assigned and then published, those with a Professional or Oversight role will get duplicate notifications: one when the issue is assigned to them, and another when the issue is published. Those with a Contributor role are only notified once the issue has been published.
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You have been assigned as procedure owner with x assignment(s) | when a user has been assigned as Owner for multiple controls at once in Mission Control | Any role | |
You have been assigned as control tester with x assignment(s) | when a user has been assigned as Assigned User for multiple controls at once in Mission Control | Any role | |
Respond to questionnaireName |
when a control performance task is sent to a control performer |
Anyone (not only Diligent One users) | |
Respond to assessmentSurveyname | when an assessment survey is sent to a control owner | Anyone (not only Diligent One users) | |
userName requests your Certification Note This email subject is customizable. |
when a certification request is sent to someone |
Anyone (not only Diligent One users) | |
Reminder | Respond to action items |
when an action's state is "Open", recurring reminders are sent based on the configured settings |
Anyone (not only Diligent One users) |
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when a request's status is "Open", recurring reminders are sent based on the configured settings |
Anyone (not only Diligent One users) |
The Results app sends emails to notify people about:
- triggered actions
- assigned records, questionnaires, event reports, and surveys
- restrictions and data import errors
List of email notifications
Email subject | Email occurrence |
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Review records | When a trigger that is set to notify you executes. |
A trigger assigned records to you | When a trigger that is is set to assign records to you executes. If you do not want to be notified each time a trigger assigns you a record, you or a Results Admin can edit that trigger and turn off the email notification. |
userName assigned records to you | When someone assigns records to you. |
Respond to questionnaireName Note
This email's subject and body content are customizable. For more information, see Customizing questionnaire emails. |
When a trigger that is set to assign a questionnaire executes. |
When someone sends you a questionnaire while remediating records. | |
When you are a control owner and someone sends you an assessment survey from Projects. | |
When someone sends you a survey. | |
Data import to tableName failed: try again | When Results cannot import data based on missing or conflicting values that exist within the primary key. |
Metric threshold reached | When a trigger that is set to notify you that a metric threshold has been reached executes. |
The Storyboards app sends emails to notify people about changes to storyboard access.
Email subject | Email occurrence |
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userName added you to a storyboard | When someone gives you access to a storyboard. |
userName shared your storyboard | When someone shares a storyboard you created with another user or workflow group. |
userName changed your access level to a storyboard | When someone changes your access level to a storyboard. |
When you create a scheduled task in the Robots app, you can choose to notify one or more specific users if the task does not run for any reason.
For more information, see Creating and scheduling tasks.
Emails are sent from the Reports app when you share a report or dashboard to someone, or broadcast a report. For more information, see the following topics: