Email Notifications

Purpose

Email Notifications are used to provide users with information about their outstanding records in the Ccc platform. These notifications run on a schedule and they are sent out based on conditions being met at the point in time when the process runs.

Generally used for:

• Notify Users: Inform users about their outstanding activities in the Ccc Platform.
• Escalation Emails: Send email escalations when things are not completed within the agreed timeframes or they are material.

Important Notes

• System Administrator access is required to Create, View or Update Email Notifications via the admin section.
• Email notifications can be sent in a weekly digest, where the CGR Platform will group all email notifications [regardless of modules] into a single email to minimise email overload.
• A Ccc Platform email notification has three main parts on the email body. A message that comes first, a table with data, and a footer message.
• Only users who have at least read access to records will receive email notifications. Meaning, if a user is to receive an email with 10 actions, but this user is not allowed to see 5 of them, the email will only contain the 5 that they can view in the CGR Platform.

Step by Step Guide To Create and Edit Email Notifications

1. Navigate to Admin > Email Notifications. This will open a list email notifications [if any] that exist in the Ccc Platform. These are grouped by modules.
2. Look for the module that you would like to add a notification to, and click Add. When the page reloads, you will see the form. Complete the form [each field is detailed below] and click save when finished.
   
   

Important

1. Allow users to receive this notification in a digest: By default it is set to yes. It allows users to mark the notification [personal setting] as a digest to reduce email overload.
2. Allow users to opt out of this notification: By default it is set to yes. It allows users to disable the notification [personal setting] to reduce email overload.
3. Default preference: By default it is set to receive immediately. It allows users to receive the notification immediately, not receive, or receive in digest.
4. If you need to edit an email notification, simply click the pencil button on the corresponding row. If you want to delete an email notification, click the delete button, please note that this action is irreversible.
   
   

Step by Step Guide To Add and Edit Conditions in Email Notifications

1. Navigate to Admin > Email Notifications. This will open a list of email notifications (if any) that exist in the CGR Platform. These are grouped by modules.
   
   

2. Click the subject of the email notification that you wish to set conditions for.
3. The page will reload and display the notification (showing the details covered above) and also the conditions panel.
4. Click Add to set a new condition for the email to be sent. A new form will pop up. Complete the form (each field is detailed below) and click Save when finished.
5. Condition Type:This is the type of the condition as listed below. Please note that as you select the appropriate option, the form will change slightly to display the needed fields to set the condition.
   
   

   Field	Description
   [Option 1] Compare a field to a value	It will compare the data in the field selected for each record and return “TRUE” if it’s a match to what you set in the value field (detailed below).
   [Option 2] Compare a field to another field	It will compare the data in the field selected for each record and return “TRUE” if it’s a match to what you set in the value field (detailed below).
   [Option 3] All related items are closed or it has no items	It will check if a related item list is empty or all items are closed. For example, all actions related to an Audit Finding are closed.
   [Option 4] Has one or more related items	It will check if a related item list has records. For example, Risk that has actions linked.
   [Option 5] On Notification Day	This option relates to recurring actions. Once set, it will send the email notification according to the action frequency table (covered in the Recurring Action Configuration article).

6. Additional Fields:
   • Field (available for Options 1 and 2 above): The field that will be checked.
   • Operator (available for Options 1 and 2 above): Select the option that suits the condition you are setting. For example, is equal will return records that have the field set to the value in the field below.
   • Value (available for Options 1 and 2 above): The value for the match.
   • Relationship (available for Options 3 and 4 above): The module relationship you want to target. For example, actions.
   • Invert Result (available for Options 3 and 4 above): It inverts (performs a NOT action) on the selected module. For example, if you selected “Has one or more related items”, Actions, and then invert, it will email only records that have no actions.

For further information on conditions, please see the article that covers conditions in detail.

If you would like to edit a condition, please click the pencil button on the respective condition row. If you would like to delete a condition, please click the delete button. Please note that this action is irreversible.