Configuring Custom Email Notifications on Assessment Templates

Custom email notifications are trigger-based automated messages sent to assessment participants at different stages of the assessment lifecycle. Custom email notifications are managed centrally and can be applied to one or more assessment templates. Users can create and manage custom email notifications from a new Notifications tab in the Assessment Template screen.

In the global Notifications tab, you can create, edit, delete, and manage custom email notifications, as well as control which assessment templates they are applied to. In the Notifications tab of an individual assessment template, you can only view and add existing notifications to that template, or remove them where needed.

These notifications are based on OneTrust system email templates and can be customized using supported variables.

Custom notifications support all existing email variables. For more information on using dynamic variables, see Customizing Assessment Email Templates Using Dynamic Variables.

Permissions

This feature is accessible with the permission TemplatesCreateAndPublish.

Seeded roles that automatically have this permission include, but are not limited to, the following:

  • Assessment Manager

  • Privacy Officer

  • Vendor Manager

  • AI Governance Manager

To create a new custom email notification template

  1. On the left-hand navigation menu, select Setup > Templates. The Templates screen appears.

  2. Click the Notifications tab. The Notifications screen appears.


  3. Click the Create email template button. The Create email template screen appears.

  4. Select Use a OneTrust default template. Click the Next button.
  5. Select a system email template to customize from the list of default templates. Click the Next button.


  6. On the Customize email content screen, make any necessary changes to the email's content or settings. Click the Next button.


  7. On the Apply to assessment template screen, select which assessment templates you want to apply the custom email notification to.


  8. Click the Create button.

You can also update which assessment templates a notification is applied to at any time from the Notifications tab on the Templates screen.

To customize a previously-created email notification

  1. On the left-hand navigation menu, select Setup > Templates. The Templates screen appears.

  2. Click the Notifications tab. The Notifications screen appears.

  3. Click the Create email template button. The Create email template screen appears.

  4. Select Use a template you created previously. Click the Next button.


  5. Select an email template to customize from the list of templates. Click the Next button.


  6. On the Customize email content screen, make any necessary changes to the email's content or settings. Click the Next button.
  7. On the Apply to assessment template screen, select which assessment templates you want to apply the custom email notification to.
  8. A confirmation modal appears. Select the Override button.


    Note:

    This action will replace any existing custom notifications based on this template.

To edit a customized email notification

  1. On the left-hand navigation menu, select Setup > Templates. The Templates screen appears.

  2. Click the Notifications tab. The Notifications screen appears.


  3. Click the name of the custom email template you want to edit. The Template details popover appears.


  4. Configure the fields.
  5. Click the Save button.
    Important:

    Any other assessment templates that use this custom notification will use the new content.

To use an existing custom notification to an assessment template

  1. On the left-hand navigation menu, select Setup > Templates. The Templates screen appears.

  2. Hover over a template tile until the View or Edit draft button appears.
  3. Click the View or Edit draft button. The Template Builder appears.

  4. Go to the Notifications tab.
  5. Click the Add email template button. The Add email template modal appears, which displays all custom notifications created in your organization not already added to the template you are in.


  6. Select an existing custom notification. You can only add one email template at a time.
  7. Click the Add email button. The notification is added to the assessment template.

To delete a custom notification template

Important:

When a custom notification is deleted, it will be removed from the assessment template and permanently deleted from the parent organization and all child organizations. The default notification template will be used instead.

  1. On the left-hand navigation menu, select Setup > Templates. The Templates screen appears.

  2. Go to the Notifications tab. The Notifications screen appears.

  3. Click the Context Menu icon next to a custom template. The Context menu appears.

  4. Select Delete.


  5. A confirmation modal appears.


  6. Select Delete notification.

To remove a custom notification from an assessment template

Important:

When a custom notification is removed from an assessment template, the assessment template will no longer use it for the parent organization and all child organizations. The default global email will be used instead.

  1. On the left-hand navigation menu, select Setup > Templates. The Templates screen appears.

  2. Hover over a template tile until the View or Edit draft button appears.
  3. Click the View or Edit draft button. The Template Builder appears.

  4. Go to the Notifications tab.
  5. Click the Context Menu icon next to a custom template. The Context menu appears.

  6. Select remove.


  7. A confirmation modal appears.


  8. Click the Remove button.

Managing inherited custom notifications

By default, custom notifications will follow hierarchical inheritance rules. Any custom notifications created in a parent organization will automatically appear in its child organization.

Users cannot edit or delete an inherited custom notification at the child organization level.

Users at the child organization level have the option to override a custom notification inherited from the parent organization. This allows users to make changes to the custom notification. The Source organization will change from the parent to the child organization on any custom notification that is overridden.

  1. From within the child organization, click the Context Menu next to the name of the custom notification you would like to override.

  2. On the Context Menu, select Override. The Email template modal appears.



  3. Make any necessary changes to the content or settings of the email notification.

  4. Rename the custom notification. Any custom notification you override must have a unique name. You cannot save a custom notification with the same as the custom notification inherited from the parent organization.

    Important:

    Overriding a custom notification inherited from a parent organization will change the source organization to the child organization.

  5. Click the Save button.