Email notifications from Projects

Emails are sent from Projects to notify users about:

  • assigned requests, reviews, to-dos, or actions
  • changes to projects
Note

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.

Switching email notifications on or off

You can switch email notifications on or off in Launchpad. For more information, see Managing email notifications.

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. 

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

  1. 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.

  2. Under System administration, select Manage project types.
  3. Navigate to the appropriate project type and select Edit.

    The Manage Project Types page opens.

  4. Select the Notifications tab.
  5. Configure the following fields and select Save:
    FieldDefaultRemarks
    Send recurring remindersWeekly

    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.

Types 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 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
  • Project Admin
  • Project Creator
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
  • Project Admin
  • Project Creator
Importing cloning, and copying Standards and regulations imported when standards or regulations are successfully imported to a compliance map
  • Professional Manager
  • Professional User
Import to compliance map failed: try again when standards or regulations are unsuccessfully imported to a compliance map
  • Professional Manager
  • Professional User
Import from Content Library failed: try again when a problem occurs during the process of importing from Content Library
  • Professional Manager
  • Professional User
  • Importing process failed: try again
  • Cloning process failed: try again
  • Rollforward process failed: try again
  • Copying certification failed: try again
 When a problem occurs during the import, cloning, rollforward, or copying process
  • Professional Manager
  • Professional User
Automated assessments Updates to automated assessments
  • when risk and control assessments have been updated by an assessment driver
  • if any assessment drivers have been disabled due to an error
  • Professional Manager
  • Professional User
Review userName assigned you as a reviewer

when the next reviewer is assigned to review one of the following:

  • a planning file
  • a narrative
  • a risk control matrix or project plan
  • a list of walkthroughs or execute procedures
  • a single walkthrough or execute procedure
  • a list of test plans
  • a single test plan
  • a testing round
  • a single test
  • an issue (details, remediation, or retest information)
  • Professional Manager
  • Professional User
  • Oversight Executive
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 Any role
userName updated an action item

when someone updates an action

This email is sent to the action creator, action owner, and any CC'ed users. The person that updated the action does not receive this email.

 Any role
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.

 Any role

Respond to a request

Note

This email subject is customizable.

 when you have been assigned to respond or contribute to a request Any role
userName updated a request

when a file is attached to a request

This email is sent to the request creator, request owner, and any CC'ed users. The person that attached the file does not receive this email.

 Any role
userName commented on a request

when a request is acted upon (comment added)

This email is sent to the request creator, request owner, and any CC'ed users. The person that made the comment does not receive this email.

 Any role

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
  • Owner or Executive Owner Any role
  • Assigned User only Professional Manager, Professional User, or Contributor Tester

Respond to questionnaireName

when a control performance task is sent to a control performer

 Any role
Respond to assessmentSurveyname when an assessment survey is sent to a control owner Any role

userName requests your certification

Note

This email subject is customizable.

 when a certification request is sent to someone Any role
Reminder Respond to action items

when an action's state is "Open", recurring reminders are sent based on the configured settings

 Any role
  • Action required on open request item
  • Respond to multiple requests

when a request's status is "Open", recurring reminders are sent based on the configured settings

 Any role