Email Settings

Benefits

Emails requesting a response to questionnaires or notifying users of compliance assignments 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 allows you to view the email customization as recipients would see them in their inbox.

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:

1. 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:

1. Enter the information in the Sender's Name text box.
   
   
   
   
2. The name displays in bold within the user's inbox as shown in the following email example.
   
   
   
   
3. Enter the email in the Reply-To email* text box.
   
   
   
   
4. The email address displays next to the sender's name within the user's inbox as shown in the following email example.
   
   

Creating the Header and Footer

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:

1. Click the color circle displaying beside the text box.
   
   
   
   
2. To select a shade in the same hue, click the selector within the gradient and move it to the desired shade.
   
   
   
   
3. To select a different color, click within the vertical color band and move up or down to the desired hue.
   
   
   
   
4. 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.
   
   
   
   
5. Alternately, enter the color's hexadecimal value 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:

1. Click click to browse.
   
   
   
   
2. Select the file from your computer and click Open.
3. Alternatively, drag and drop a file from the desktop to within the dotted box.

4. The graphic displays under Logo preview.
   
   
   
   

   TIP

   If the logo is white on a transparent background, it will not display in the preview.

5. To add a link to an image without uploading the image itself, click Enter URL manually.
   
   
   
   

6. 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.

Removing a Logo

There is no delete button to remove a logo. However, there is a workaround.

To remove an uploaded image, complete the following steps:

1. Click Enter URL manually.
   
   
   
   
2. Enter a link and click Save.
3. Remove the link you just added and click Save again.

Enabling the Footer or Header

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.

• If Footer is selected to show the logo, also ensure the Enable Footer check box is selected or else the footer section won't display.
  
  
  
  

• If Header is selected to show the logo, please note that the text in the Header title will not display.
  
  

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:

1. Select the Summary email notifications enabled check box under Notifications.
   
   
   

   NOTE

   When the check box is selected, notifications are on. When the check box is deselected, notifications are off.

2. Click Save.

Determining Notification Days

To schedule email notifications for action items on specific days, complete the following steps:

1. Select the days to send notifications under Notifications.
   
   
   
   

   NOTE

   When the day is lined in blue, it is selected and email notifications will be sent that day.

2. Alternately, deselect days when notifications are not to be sent.
3. Click Save.

Changing the Assignment Types Sent

To include an assignment type in the notifications, complete the following steps:

1. Select or deselect the following assignments to be sent in the notification:
   1. Assessments
   2. Requests

   3. Tasks

   
   
   
   

   NOTE

   Selected items are included in the email notifications.

2. Click Save.

Viewing an Example Email

To preview the email notification, complete the following steps:

1. Click Save.
2. Click Email preview.
   
   
   
   
3. The sample email displays.