Benefits
Emails notifying users of compliance assignments or requesting a response to questionnaires can be easily customized. Color schemes, logos, and text can be branded and personalized to support each organization according to its business needs. This gives recipients confidence that the email is coming from a familiar company and is not spam or a phishing attempt. In addition, a preview mode displays the customization prior to sending the email.
Overview
Information that can be updated or altered include the following:
- Logos.
- Sender's name.
- Reply-To email.
- Header and footer information.
- Email content.
- Text and background color.
Accessing Email Settings
To access the email notification settings, complete the following:
- Select Settings | Email Settings in the left-hand navigation.
Adding Sender Details
The contact information displaying in the user's email inbox can be modified to reflect your organization's information.
To modify the main display name, complete the following:
- Enter the information in the Sender's Name text box.
- The name displays in bold within the user's inbox as shown in the following email example.
- Enter the email in the Reply-To email* text box.
- The email address displays next to the sender's name within the user's inbox as shown in the following email example.
The header and footer allows for customization of text and background color and provides the option to display a logo. The color selector works the same for all color options.
To alter the color of text, headers, and footers, complete the following steps:
- Click the color circle displaying beside the text box.
- To select a shade in the same hue, click the selector within the gradient and move it to the desired shade.
- To select a different color, click within the vertical color band and move up or down to the desired hue.
- If the original color was white, or if the selector isn't displaying in the gradient, click in the upper, left corner (this is the default placement of the selector) and drag the selector to the desired color.
- Alternately, enter the hexadecimal preceded by the hashtag. If the code is incorrect or if the hashtag is missing, the color circle displays with a red x.
Displaying a Logo
Add your organization's logo by either uploading an image or adding a link to where it exists on another server.
To upload a logo, complete the following steps:
- Click click to browse.
- Select the file from your computer and click Open.
- Alternatively, drag and drop a file from the desktop to within the dotted box.
The graphic displays under Logo preview.
- To add a link to an image without uploading the image itself, click Enter URL manually.
In the Logo URL* text box, add the link. Make certain it's an absolute link, which means it starts with https://. If that information is missing, the application places a red line around the box to show it's incorrect
There are a couple of conditions to be aware of when displaying text or a logo in the header or footer.
The section under Logo position determines where the logo displays.
Scheduling Notifications
Notifications about compliance action items can be easily enabled or disabled. However, this selection does not impact emails sent for responses to questionnaires. Even if the Summary email notifications enabled check box is deselected, questionnaire requests for information can still be sent.
Turning On and Off Notifications
To enable email notifications, complete the following steps:
- Select the Summary email notifications enabled check box under Notifications.
- Click Save.
Determining Notification Days
To schedule email notifications for action items on specific days, complete the following steps:
Select the days to send notifications under Notifications.
- Alternately, deselect days when notifications are not to be sent.
- Click Save.
Changing the Assignment Types Sent
To include an assignment type in the notifications, complete the following steps:
- Select or deselect the following assignments to be sent in the notification:
- Assessments
- Requests
Tasks
Click Save.
Viewing an Example Email
To preview the email notification, complete the following steps:
- Click Save.
- Click Email preview.
- The sample email displays.