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Overview
For many organizations, it's often imperative to send out immediate notifications for assignments due. Certain time-sensitive issues can not wait until the next day, especially for organizations that conduct those conducting business globally.
When the instant notification toggle is on, ZenGRC can instantly notify users when they need to take action on assignable items, which include assessments, requests and tasks. This also enables emails to be sent when information is added to the Comments tab. This is For these reasons, ZenGRC has the ability to turn on instant notifications for assignable items in ZenGRC, which include requests, tasks and assessments. No other object triggers notifications.
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For instructions on how to configure instant notifications in ZenGRC, please see Email Settings. These notifications are separate from the daily emails that provide a summary of a user's assigned items. |
When integrations, such as Slack, are configured with ZenGRC, the notifications follow the same workflow as detailed here. However, the notifications can be changed within the integrated application (i.e. Slack) if necessary.| Info |
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For instructions on how to configure notifications in ZenGRC, please see Email Settings. |
Understanding the Workflow
Assignable items in ZenGRC include requests, tasks and assessments. As these items progress through different statuses, the users next in line are immediately informed when action is required.
The following outlines the workflow for different use cases:
For those in the Assignee, Reviewer or Verifier fields, the following occurs when the instant notification toggle is on:
- When information is added to the Comments tab, all assigned users on assessments, requests, and tasks are emailed
- If those commenting are in one of the assigned fields, they will not receive an email.
The Workflow for Requests, Assessments and Tasks
For those in the Assignee, Reviewer or Verifier fields, the following occurs when the instant notification toggle is on:
- Assigned users next in line to take action on assessments, requests, and tasks are emailed when there are status changes.
- If there are multiple users in the Assignee field (or in the Assessor field in assessments), only one person needs to complete the work to move the item to the next status. Other assignees are notified that the action is complete so they do not replicate the work.
- If there are reviewers, they are all notified that the item needs reviewing.
- Once all reviewers set the item status to Reviewed, the verifiers are notified.
- Reviewers and verfiers are not mandatory. If there are verifiers but no reviewers, the users in the Verifier field are notified when an assignee completes the work.
- When an additional reviewer is added to an item after other reviewers have approved it, the item's status is transitioned back to Submitted and the newly added reviewer is notified. Reviewers who have already approved the work are not notified.
- When a reviewer or verfier declines work submitted, the item transitions back to Open and all assignees are notified.
- If there are multiple users in the Verfier field, only one is needed to complete the item. When this occurs, the other verifiers are informed that no action is required.
What Doesn't Trigger Instant Notifications?
- Comments made or status changes on any object other than a request, assessment or task.
- Any recurrence that generates items in an Open status.
- Any object created in an Open status during import.
- Assessment generation process does not trigger sending of instant notifications.
- In case there are no reviewers or verifiers, no notification will be sent once when the assignee/assessor submits the task.