Managing notifications

Email notifications are set at the review cycle level (such as DRAFTING, REVISING, and so on). The notification settings are inherited by documents associated with the review cycle.

Notifications can be automatically sent to users based on trigger events. For example, you may want to send an email notification to a review queue when a document is ready for review. Or, you may want to notify people when a document is published. Policy Manager has Notification Types for you to select from, such as Task Activated, ToDo Reminder, Document Published, and so on.

You add the email subject. You can edit the email content, including placeholders that are variables populated when the email notification is generated. The available placeholders vary by the Notification Type. Some are supplied by the system, such as PolicyName and TaskDueBy. You can add user defined fields (UDFs) to the available placeholders. See Managing additional fields.

The following example is the notification to be sent when a task is activated in the review cycle. The Email Subject and content can be edited. The highlighted variables are populated when the email is sent. The variables in this example include who the email is routed to, the document name, the Category and Sub-Category, and a link to the document to be reviewed. You can select the Send Test Email button to check the content before you send the email.

A task has been activated and routed to the work queue, [[RouteTo]], of which you are a member. The related document information is as follows: Document Name: [[DocumentName]] Category: [[Category]] Subcategory: [[SubCategory]] You may access the document by clicking here [[DocumentLink]].

Set a notification

1. From the left menu, select Administration then Notifications.

2. Select a Notification Type for the event-driven list of available email notifications. Selections include:
   • Task Activated: Lets users know a task has been routed to their work queue.
   • ToDo Reminder: Informs a user that a To Do item was added for them on the Review Cycle tab.
   • ToDo Overdue: Informs a user that a To Do item on the Review Cycle tab is overdue.
   • Message Received: Lets a user know they received a chat instant message and how to view the message.
   • Late Task: Informs a task owner that they have an overdue task. To set the Due Within days, see Managing review flows and tasks, section "Add, reorganize, and remove elements in a review cycle", setting Due Within.
   • Task Unassigned: Notifies the review queue members that the task is active and has not been assigned in the usual timeframe. The due date is included. To set the Take Ownership Within days, see Managing review flows and taskssection "Add, reorganize, and remove elements in a review cycle", setting Take Ownership Within and Task Unassigned.
   • Task Alert: Lets users know a task has been activated but no action is required.
   • Document Publish to notify users a document is published. If required, you can use this to inform users that they must complete an attestation.
   • Task Route Change: Notifies affected users that the task route was changed during the review cycle.
   • Document Update New Cycle: Informs reviewers that a new review cycle has started.
   • Dependent document review cycle: Informs users when a review cycle has been completed which has triggered the review of a dependent document. Dependent documents are identified in cross references or when a document is created, review frequency. See Managing cross references and Creating a document.
   • Document Update: Notifies uses that an update has been made to the document.

   • Upcoming Document Review Cycle: Thirty days before a review cycle starts, the following users are notified.

     • Document Owner
     • All users in the review queue
     • Alert users, if Send Alerts To users are assigned. See Managing review flows and tasks.

     The notification is sent per the Schedule Frequency until the due date, after which the overdue notice is sent.

   • New Review Cycle Started: Notifies the following users that a review cycle has started.

     • All users in the review queue
     • Alert users, if Send Alerts To users are assigned. See Managing review flows and tasks.
3. Select the Language of the notification.
4. Select the Schedule Frequency. Several Notification Types are automatically triggered so you cannot change the frequency. Other Notification Types require you to identify the frequency. For example, if you select the Notification Type of Late Task and the Schedule Frequency of Daily, the task owner will receive Late Task Notifications every day until the task is complete or the task due date is changed.

5. Enter or update the Email Subject line.

6. Select Active to make the notification immediately available or deselect to deactivate the notification.

7. In the right window, you can update the content of the email to be sent. To add a variable, select the placeholder button then select the Placeholder Name, such as PolicyLink so the user can select the link to go to the policy or TaskDueBy so the user sees the date. Placeholder selections vary based on the type of notification.
   Notifications may include images. The size of the image may not exceed 1MB.
   Use the process to add an image based on your browser:

   • Microsoft Edge, Google Chrome, Safari, and Opera: The image must be at a URL.

     1. Select the image button.

     2. On the Image Properties dialog, Image Info tab, copy the image link address in the URL text box.

     3. Select OK.

   • Mozilla Firefox: You may use the above steps to add an image URL or you may copy and paste an image.

8. Select Send Test Email to send yourself the email to see the content. The variable placeholders are not active on the test email but are active when the notification is assigned to a task.
9. When you are done, select Save content.