Reminder Email Rules

Configure assessment reminder email rules in the PIA & DPIA Automation module to establish a regularly scheduled cadence of email reminders to respondents.

Access and customize email templates: Assessment Reminder (Assessment Past Due) and Assessment Reminder Email (Manual + Automated Rule). For information on how to setup your email templates, see Emails: Branding & Templates.

To access and run reminder emails rules

  1. On the PIA & DPIA Automation menu, select Automation Rules.
    Tip:

    You can also configure automation rules to send reminder emails in the IT & Security Risk Management and Third-Party Risk Management products using their main menu.

    The Automation Rules screen appears.

  2. Click the Add Rule Group button.

    Add Rule Group screen

    The Add Rule Group modal appears.

  3. Click the Add button.
  4. Click the Add Rule button.

    The Select Rule Type screen

    The Select Rule Type modal appears.

  5. Select the desired rule type from the selection menu.
  6. Click the Continue button.

    The Rule Group Details screen appears.

  7. Complete the fields, for more info, see Rule Group Details Screen Reference.
  8. Click the Save button.

Rule Group Details Screen Reference



Field
Description
Rule Name

Enter the rule name.

Frequency Run

Frequency: Select how often the action will occur.

Day of the Month: Select what day of the week the action will occur.

Time of Day:; Select time of day the action will occur All times are in UTC.

Condition

Trigger: Select the data that is used to define the condition.

IF NEEDED: Select Attribute: Select the attribute that will be the focus of the condition.

Operator: Select the measurement that will be used to determine if the condition is met.

Value: Select the criteria that must be met in order for the condition to be triggered.

Action

Select the Send Approver Reminder Email to send email(s) to approver(s) when the assessment has been submitted and is under review.

If the assessment has a deadline, select Send Respondent Reminder Email to make the Send Past Due Notice option available. When enabled, the Assessment Past Due email reminder will be sent to all respondent(s) of the assessment that is past due.

Submitted Dates EQUAL TO 7 days: This condition is most applicable for Approver Reminder Rules.

Submitted Dates GREATER THAN TO 7 days: Reminder will be sent to approvers on assessments that were submitted 7+ days prior to when the rule is run.

Submitted Dates LESS THAN OR EQUAL TO 7 days: Reminder will be sent to approvers on assessments that were submitted less than 7 days prior to when the rule is run.

Carbon Copy (CC) Additional Recipients

Carbon Copy (CC) additional users on reminder emails. If the respondent is an invited user, a separate email will be sent to the CC'd user.

To add rule to existing email rule group

  1. On the Automation Rules screen, select the Group Name of the rule. The Rule Group Details screen appears.

  2. Click the Add Rule button. The Rule Group Details screen appears.

  3. Complete the fields, for more info, see Rule Group Details Screen Reference.
  4. Click the Save button.

To edit reminder email rules

  1. On the Automation Rules screen, select the Group Name of the rule. The Rule Group Details screen appears.

  2. Select the Context Menu icon on the rule you wish to edit.
  3. Select the Edit option.
  4. Edit the fields.
  5. Click the Save button.

To delete reminder email rules

  1. On the Automation Rules screen, select the Group Name of the rule. The Rule Group Details screen appears.

  2. Select the Context Menu icon on the rule you wish to delete.
  3. Select the Delete option. The Delete Rule modal appears.


  4. Click the Confirm button.