Email Templates: GRC & Security Assurance Cloud

The OneTrust application uses templates to send notification emails to users. The following tables provide details on the current list of actively used email notification templates available within the GRC & Security Assurance Cloud and are organized by the related areas (e.g. Technology Risk & Compliance) and filter groups (e.g. Controls, Policy Management) on the Templates tab of the Email screen.

Technology Risk & Compliance

Assessment

Important:

If the creator of an assessment is the same as the respondent and approver of the assessment, users will not receive email notifications when the assessment is Assigned, Approved, or Completed. However, if the assessment is auto approved upon submission then the respondent will receive the Assessment Completed notification.


Email Template	Audience	Purpose	Trigger
Assessment Approval Stage Changed	Assessment Respondent and Approver	The assessment approval stage has changed.	An approver approves the stage they are assigned.
Assessment Approver Assignment	Assessment Approver	Notifies the approver that they have been assigned to an assessment.	An assessment has been assigned to an approver.
Assessment Assigned	Assessment Respondent	Notifies the respondent that they have been assigned an assessment.	A respondent is assigned to an assessment.
Assessment Assigned (No Approver)	Assessment Respondent	Notifies the respondent that they have been assigned an assessment without an approver.	A respondent is assigned to an assessment without an approver.
Assessment Assigned to Approver With Comment	Assessment Approver	Notifies the approver that an assessment has been re-assigned to them and that it includes comments from the user who assigned it.	An assessment is re-assigned with comments to an approver.
Assessment Automatically Assigned	Assessment Respondent	Notifies the respondent that an additional assessment has been automatically assigned to them based on their response(s) to the previous assessment.	A respondent triggers an automatic assessment through a rule.
Assessment Automatically Completed, New Assessment Triggered	Assessment Respondent	Notifies the respondent that their assessment has been automatically completed and a new assessment has been triggered.	An assessment is automatically completed and a new assessment is triggered through a rule.
Assessment Bulk Approver Assignments	Assessment Approver	Approvers have been added in the bulk edit assessment workflow.	Assessments bulk edited with added approvers.
Assessment Bulk Respondent Assignments	Assessment Respondent	Respondents have been added in the bulk edit assessment workflow.	Assessments bulk edited with added respondents.
Assessment Comment Added	Assessment Respondent and Approver	Notifies the respondent and approver that a comment has been added to a question within the assessment.	Comments left on the assessment will trigger a email to the respective parties.
Assessment Completed	Assessment Respondent and/or Approver	Notifies the respondent and/or approver that their assessment has been reviewed and completed.	An assessment is approved.
Assessment Completed with Comments	Assessment Respondent and/or Approver	Notifies the respondent and/or approver the assessment has been completed with result comments added.	An assessment is completed with comments left for the respondent.
Assessment Event Failure	Assessment Approver	Notifies the approver that an assessment event has failed.	An issue occurs that prevents the attribute response added via an assessment from being updated to the respective inventory.
Assessment Information Request Added	Assessment Respondent	Notifies the respondent that more information has been requested.	The assessment approver sends a Needs More Info request and the assessment has been set back to In Progress if the Bulk Needs More Information setting is disabled.
Assessment Information Request Added (Bulk Send)	Assessment Respondent	Notifies the respondent that more information has been requested.	The assessment approver sends a Needs More Info request and the assessment has been set back to In Progress if the Bulk Needs More Information setting is enabled.
Assessment Information Request Closed	Assessment Respondent	Notifies the respondent that an information request has been closed.	A user closes an information request.
Assessment Information Request Reopened	Assessment Respondent	Notifies the respondent that an information request has been reopened.	A user reopens an information request.
Assessment Information Request Response	Assessment Approver	Notifies the approver that a response has been added to their information request.	A user adds a response to an information request.
Assessment is Ready for Review	Assessment Approver	An assessment has moved stages and is ready for your review.	A user submits a completed stage in the assessment.
Assessment is Ready for Review with Comments	Assessment Approver	An assessment has moved stages with comments added and is ready for review.	A user submits a completed stage in the assessment with comments.
Assessment Rejected	Assessment Respondent and/or Approver	Notifies the respondent and/or approver when an assessment is completed and the result is set to rejected.	The approver rejects an assessment.
Assessment Rejected with Comments	Assessment Respondent	Notifies the respondent when an assessment is completed with the result set to rejected and result comments have been added.	The approver rejects an assessment and leaves comments for the respondent.
Assessment Reminder	Assessment Respondent	Reminds the respondent that the deadline to their assigned assessment is approaching.	An assessment with a deadline and reminder has reached its specified reminder date.
Assessment Reminder (Approver)	Assessment Approver	A reminder is sent to assessment approvers when an automated reminder rule is sent.	Assessment reminder sent to the approvers based on the automated rule.
Assessment Reminder (Assessment Past Due)	Assessment Respondent	A reminder will be send to the assessment respondents when an automated reminder rule has been configured and the assessment deadline is past due.	Assessment reminder sent to the respondent that the deadline to complete the assessment is past due.
Assessment Reminder Email (Manual + Automated Rule)	Assessment Respondent/Approver	This email will be sent to assessment respondents or approvers when the Send Reminder option is selected on an assessment or sent to respondents when an automated reminder rule is sent.	Assessment reminder sent to respondents or approvers selected to receive the reminder through the automated rule.
Assessment Reopened	Assessment Respondent	Notifies the respondent that an assessment has been reopened.	An assessment is reopened.
Assessment Sections Reopened	Assessment Respondent	Notifies the respondent and approver that certain sections of an assessment have been reopened.	A section in an assessment have been reopened.
Assessment Sections Submitted	Assessment Respondent	Notifies the respondent and approver that certain sections of an assessment have been submitted.	Sections in an assessment have been submitted.
Assessment Shared	Assessment Viewer	Invites a users to review an assessment that has been shared.	An assessment is shared with the user.
Assessment Task Assigned	Task Assignee	A reminder will be sent to the task assignee when the task has been assigned.	Task has been assigned to the assignee.
Assessment Task Comment Added	Task Assignee	Notifies the task assignee that a comment has been added to a task within the assessment.	A comment is added to a task.
Assessment Task Completed	Task Creator, Approver, and Assignee	A reminder will be sent to the task assignee when the task has been submitted.	Task has been submitted by the task assignee.
Assessment Task Past Due	Task Assignee	A reminder will be sent to the assignees when the task is past the deadline.	A reminder will be sent informing of that the task is past it's due date.
Assessment Task Reopened	Task Creator, Approver, and Assignee	A reminder will be sent to the task assignees when the task have been reopened.	Task has been reopened by the task assignee.
Notification of Invited User Reminder Sent (for cc'd users)	Assessment Respondent	Notifies respondents specified in automation rules when an automated reminder is sent to an invited user respondent.	An automated reminder is sent to an invited user respondent.
Review Assessment Changes	Assessment Respondent	Notifies the respondent that an assessment updated with a newer template version.	The respondent receives a notification.

Controls


Email Template	Audience	Purpose	Trigger
Collection Interval Created	Evidence Task Assignee	Notifies the evidence task assignee that a new interval has been triggered on their assigned task.	A new interval is triggered.
Control Approvers Assigned	Control Approver	Notifies the control approver that they were assigned as an approver.	An approver is assigned to a control.
Control Needs Action	Control Owner	Notifies the control owner that a control needs action triggered by an automation rule.	A control requires attention.
Control Owner Assigned	Control Owner	Notifies the control owner that a control has been assigned to them.	A control owner is assigned to a control.
Control Submitted for Review	Control Approver	Notifies the approver that a control was submitted for review.	A control is pending review.
Control's Implementation Work Approved	Control Owner	Notifies the control owner that a control has moved to the monitoring stage.	A control has been moved to the monitoring stage after its implementation work was approved.
Control’s Implementation Work Rejected	Control Owner	Notifies the control owner that a control has been rejected by approvers and moved to the implementation stage.	A control has been sent back to the implementation stage after its implementation work was rejected.

Evidence Tasks


Email Template	Audience	Purpose	Trigger
Collection Interval Created	Evidence Task Assignee	Notifies the evidence task assignee that a new collection interval has been assigned.	A new collection interval is assigned.
Evidence Task Assignee Assigned	Evidence Task Assignee	Notifies the evidence task assignee that they were assigned to a newly added task.	An evidence task is assigned.
Evidence task implementation approver assigned	Evidence Task Approver	Notifies the Evidence Task Approver that they were assigned a evidence task implementation as evidence task implementation approver.	The evidence task is assigned an approver.
Evidence task implementation is approved	Evidence Task Assignee	Notifies the Evidence Task Assignee that the evidence task interval has been moved to the Closed stage after it has been approved.	The evidence task implementation is approved.
Evidence task implementation rejected	Evidence Task Assignee	Notifies the Evidence Task Assignee that the evidence task implementation has been rejected. Note: The rejection email is only triggered when an assignee is selected. While this field is not currently marked as required, an assignee must be assigned for the email to send.	The evidence task implementation is rejected.
Evidence task implementation submitted for review	Evidence Task Assignee	Notifies the Evidence Task Assignee that the evidence task implementation has been moved to the review state and is ready to be reviewed.	The evidence task is submitted for review.
Evidence Task Overdue	Evidence Task Assignee	Notifies the evidence task assignee that the due date of the evidence task collection interval has passed, and evidence has not been collected.	The evidence task due date has passed, and evidence has not been collected.
Evidence Task Reminder	Evidence Task Assignee	Notifies the evidence task assignee that the evidence task assigned to them has not been collected before the scheduled reminder email. Note: Reminder emails are sent based on the settings configured for Evidence Notifications. For more information, see Risk, Control & Evidence Settings.	The evidence task has not been completed prior to the scheduled reminder email.
Evidence Task Reminder - Evidence is Due Today	Evidence Task Assignee	Notifies the evidence task assignee that the evidence task assigned to them is due today and evidence has not been collected.	The evidence task due today has not been collected.

Policy Management


Email Template	Audience	Purpose	Trigger
Policy Approval Reminder (Automation Rules)	Stage Approver	Notifies the current stage approver that a policy is pending approval when configured in an automation rule.	A policy configured in an automation rule is pending approval.
Policy Attestation Canceled	Attestation Respondent	Notifies the respondent that the attestation was canceled.	An attestation is canceled.
Policy Attestation Closed	Attestation Respondent	Notifies the respondent when the attestation is marked as complete by an administrator.	An attestation is marked as complete.
Policy Attestation Invite to Respondents (View Only)	Attestation Respondent	Notifies the respondent when the attestation is sent to an organization but does not require acknowledgment.	An attestation is sent to an organization and doesn't require acknowledgment.
Policy Attestation Invite to Respondents	Attestation Respondent	Notifies the respondent when the attestation is sent to an organization.	An attestation is sent to an organization.
Policy Attestation Restored	Attestation Respondent	Notifies the respondent previously added to a canceled attestation that the attestation has been restored.	An attestation is restored.
Policy Expired	Policy Owner	Notifies the Policy Owner when a policy expires.	A policy expires.
Policy Expiring Soon	Policy Owner	Notifies the Policy Owner when a policy is set to expire in 30 days.	A policy will expire in 30 days.
Policy Ready for Review (Moved into Approval Stage)	Stage Approver	Notifies the current stage approver that a policy was moved into an approval stage.	A policy is moved into an approval stage.
Policy Ready for Review (Submitted by Policy Owner)	Stage Approver	Notifies the current stage approver that a policy was submitted for review.	The policy is submitted for review.
Policy Rejected and Sent Back	Policy Owner	Notifies the Policy Owner when a policy has been rejected and sent back during the review workflow.	The policy is rejected and sent back.
Policy Workflow Stage Rule Action Notification	Stage Approver	Notifies the current stage approver that a "Send Notification" rule is triggered by the workflow.	A "Send Notification" rule is triggered from the policy workflow.
Procedure Approval Reminder (Automation Rules)	Stage Approver	Notifies the current stage approver that a procedure is pending approval when configured in an automation rule.	A procedure configured in an automation rule is pending approval.
Procedure Attestation Canceled	Attestation Respondent	Notifies the respondent that the attestation was canceled.	An attestation is canceled.
Procedure Attestation Closed	Attestation Respondent	Notifies the respondent when the attestation is marked as complete by an administrator.	An attestation is marked as complete.
Procedure Attestation Invite to Respondents (View Only)	Attestation Respondent	Notifies the respondent when the attestation is sent to an organization but does not require acknowledgment.	An attestation is sent to an organization and doesn't require acknowledgment.
Procedure Attestation Invite to Respondents	Attestation Respondent	Notifies the respondent when the attestation is sent to an organization.	An attestation is sent to an organization.
Procedure Attestation Restored	Attestation Respondent	Notifies the respondent previously added to a canceled attestation that the attestation has been restored.	An attestation is restored.
Procedure Expired	Procedure Owner	Notifies the Procedure Owner when a policy expires.	A procedure expires.
Procedure Expiring Soon	Procedure Owner	Notifies the Procedure Owner when a policy is set to expire in 30 days.	A procedure will expire in 30 days.
Procedure Ready For Review (Moved into Approval Stage)	Stage Approver	Notifies the current stage approver that a procedure was moved into an approval stage.	A procedure is moved into an approval stage.
Procedure Ready For Review (Submitted By Procedure Owner)	Stage Approver	Notifies the current stage approver that a procedure was submitted for review.	The procedure is submitted for review.
Procedure Rejected and Sent Back	Procedure Owner	Notifies the Procedure Owner when a procedure has been rejected and sent back during the review workflow.	The procedure is rejected and sent back.
Procedure Workflow Stage Rule Action Notification	Stage Approver	Notifies the current stage approver that a "Send Notification" rule is triggered by the workflow.	A "Send Notification" rule is triggered from the procedure workflow.
Standard Approval Reminder (Automation Rules)	Stage Approver	Notifies the current stage approver that a standard is pending approval when configured in an automation rule.	A standard configured in an automation rule is pending approval.
Standard Attestation Canceled	Attestation Respondent	Notifies the respondent that the attestation was canceled.	An attestation is canceled.
Standard Attestation Closed	Attestation Respondent	Notifies the respondent when the attestation is marked as complete by an administrator.	An attestation is marked as complete.
Standard Attestation Invite to Respondents (View Only)	Attestation Respondent	Notifies the respondent when the attestation is sent to an organization but does not require acknowledgment.	An attestation is sent to an organization and doesn't require acknowledgment.
Standard Attestation Invite to Respondents	Attestation Respondent	Notifies the respondent when the attestation is sent to an organization.	An attestation is sent to an organization.
Standard Attestation Restored	Standard Attestation Restored	Notifies the respondent previously added to a canceled attestation that the attestation has been restored.	An attestation is restored.
Standard Expired	Standard Owner	Notifies the Standard Owner when a standard expires.	A standard expires.
Standard Expiring Soon	Standard Owner	Notifies the Standard Owner when a policy is set to expire in 30 days.	A standard will expire in 30 days.
Standard Ready For Review (Moved into Approval Stage)	Stage Approver	Notifies the current stage approver that a standard was moved into an approval stage.	A standard is moved into an approval stage.
Standard Ready For Review (Submitted By Standard Owner)	Stage Approver	Notifies the current stage approver that a standard was submitted for review.	The standard is submitted for review.
Standard Rejected and Sent Back	Standard Owner	Notifies the Standard Owner when a standard has been rejected and sent back during the review workflow.	The standard is rejected and sent back.
Standard Workflow Stage Rule Action Notification	Stage Approver	Notifies the current stage approver that a "Send Notification" rule is triggered by the workflow.	A "Send Notification" rule is triggered from the standard workflow.

Product/Service Rules


Email Template	Audience	Purpose	Trigger
Product/Service Rules Custom	User	Provides a customizable notification on a Product/Service inventory.	An automation rule runs featuring the template.
Product/Service Upcoming Reassessment	User	Notifies the recipient when a Product/Service inventory has an upcoming reassessment.	An automation rule runs featuring the template.

Issues


Email Template	Purpose	Trigger
Issue Ready for Review (Moved into Approval Stage)	This email will be sent to users set as current stage approvers of the issue when the issue is moved into approval stage	An issue is moved into approval stage
Issue Ready for Review (Submitted By Issue Owner)	This email will be sent to users set as current stage approvers of an issue when the issue is submitted for review.	An issue is submitted for review.
Issue assigned	This email is sent to the issue owner of the issue when assigned.	An issue is assigned.
Issue rule notification	Issue notification templates from automation rules
Issue approver assigned	This email is sent to the issue approver of the issue when it is assigned.	An issue is assigned.
Issue closed	This email is sent to the issue owner and the issue approver when the issue enters a workflow stage designated as a closed stage. For the default workflow, this stage is Completed.	An issue enters a workflow stage designated as a closed stage.
Risk to issue conversion summary email	When a risk is converted to an issue, this email is sent to issue owners and approvers, notifying them that risks they own have been converted to issues. It prompts them to view issues and links them to the issue register.	A risk is converted to an issue.

Risks

Risk owner email notifications are not limited to default workflows. In custom risk workflows, risk owners can still receive email notifications for assignment, workflow and stage events, deadline reminders, and task-related activity. In a custom risk workflow, a risk owner can receive an email notification when:

they are first assigned to the risk
the risk moves to the treatment stage
treatment is approved
an exception is granted
the risk is sent back or reopened
a stage rule with a Send Notification action is triggered, such as on stage entry or when an attribute changes
a deadline reminder is triggered
a task-related event occurs

Note:

For information on risk email templates that are no longer used in the OneTrust platform, see the IT Risk Management Deprecated Email Template List.


Email Template	Audience	Purpose	Trigger
Attachment Added to Risk Task	Task Assignee / Risk Owner / Risk Approver	Notifies the task assignee, risk owner, and risk approver that an attachment has been added to a risk task.	A task attachment is added.
Attachment Added to a Control Task	Task Creator / Task Collaborator	Notifies the task creator and collaborator that an attachment has been added to a control task.	An attachment is added to a control task.
Comment Added to Assigned Risk Task	Task Assignee	Notifies the task assignee that a comment has been added to an assigned risk task.	A task comment is added.
Comment Added to Control Task	Task Creator / Task Collaborator	Notifies the task creator and collaborator that a comment has been added to a control task.	A comment is added to a control task.
Comment Added to Risk Task	Task Assignee / Risk Owner / Risk Approver	Notifies the task assignee, risk owner, and risk approver that a comment has been added to a risk task.	A comment is left on a task.
Control Task Assigned	Task Assignee / Task Collaborator	Notifies the task assignee and collaborator that they were assigned to a control task.	A control task is added and assigned.
Control Task Completed	Task Assignee / Task Collaborator	Notifies the task assignee and collaborator that a control task has been completed.	A control task is completed.
Control Task is Due Soon	Task Assignee / Task Collaborator	Notifies the task assignee and collaborator that a control task is due soon.	A control task deadline is approaching.
Risk Approver Assigned	Risk Approver / Stage Approver	Notifies the approver that they have been assigned as the risk approver.	An approver is added to a risk or the risk is moved into the Treatment stage.
Risk Exception Granted	Risk Owner / Risk Approver	Notifies the risk owner and approver that a risk exception has been granted.	An exception is granted for a risk.
Risk Exception Not Granted	Risk Owner	Notifies the risk owner that a risk exception has not been granted.	A risk treatment is sent back for review.
Risk Exception Requested	Risk Approver	Notifies risk approvers when they are assigned to review an exception for a risk treatment.	An exception is requested for a risk.
Risk Moved to Monitoring Stage	Risk Owner / Risk Approver	Notifies the risk owners and approvers that a risk treatment has been approved.	A risk treatment is approved in the Treatment stage.
Risk Owner Assigned	Risk Owner	Notifies the recipient that they have been assigned as the risk owner. Note: This email notification is only sent if the Notify risk owners when they're added to risks setting is enabled in Global Settings.	The risk owner(s) are assigned to a risk.
Risk Reopened	Risk Approver	Notifies the risk approver that a risk is reopened and moved to the first workflow stage.	A risk is reopened.
Risk Task Assigned to Risk Owner	Risk Owner / Task Owner	Notifies the risk and task owner that a task has been added.	A risk task is created and assigned.
Risk Task Assigned to Task Owner	Task Owner / Task Collaborator	Notifies the task owner and collaborator that a task has been added.	A risk task is created and assigned.
Risk Task Completed	Risk Owner / Risk Approvers	Notifies the risk owners and approvers that a risk task has been completed. Emails are not triggered to current users.	A risk task is completed.
Risk Task is Due Soon	Task Assignee	Notifies the risk task assignee that a risk task deadline is approaching.	A risk is due soon.
Risk Treatment Assigned	Risk Owner	Notifies the risk owner that a treatment has been assigned.	A risk treatment is submitted.
Risk Treatment Submitted for Review	Risk Approver	Notifies the risk approver that a treatment has been submitted to review and approve a risk treatment.	A risk treatment is submitted for review.
"Send Notification" Rule Triggered	Recipients	Notifies the recipients configured in the stage rule that a "Send Notification" rule is triggered by the risk workflow.	A "Send Notification" rule is triggered from the risk workflow.

Third-Party Risk

Contracts


Email Template	Audience	Purpose	Trigger
Contract Expiring	Contract Approver / Owner	Notifies the contract approver and/or owner that a contract is expiring soon.	A contract is set to expire soon.
Contract Needs Action	Contract Approver / Owner	Notifies the contract approver and/or owner that a contract requires action.	A contract requires attention.
Contract Needs Review	Contract Approver / Owner	Notifies the contract approver and/or owner that a contract needs to be reviewed.	A contract needs to be reviewed soon.

Engagements


Email Template	Audience	Purpose	Trigger
Engagement Rules Custom Email	User	Notifies the users identified on the automation rule with a custom email based on a configured automation rule.	An automation rule is configured to send a notification.
Engagement Task Assigned	Task Assignee	Notifies the assignee that a vendor engagement task has been assigned to them.	A vendor engagement task is assigned to a user.
Engagement Upcoming Re-Assessment	User	Notifies the user configured that there is an upcoming re-assessment for an engagement.	The engagement has an upcoming reassessment.
Engagement Workflow Stage Rule Action Notification	User	Notifies the user when a "Send Notification" rule is triggered from the Engagement Workflow.	A "Send Notification" rule is triggered from the Engagement Workflow.
Notification Message Type Name.Data Policy Create Task Assignee Added	Task Assignee	Notifies the assignee that an engagement task has been assigned to them.	A assignee is added to an engagement task.
Notification Message Type Name.Data Policy Create Task Collaborator Added	Task Collaborator	Notifies the task collaborator that they have been assigned as a collaborator on an engagement.	A collaborator is added to an engagement task.

Third-Party Risk Exchange


Email Template	Audience	Purpose	Trigger
Exchange Introduction Email Note: This template is for Legacy Exchange customers only.	Third-Party	Introduces the third-party to their third-party risk management initiative and OneTrust as the appointed third-party that will run the assessment.	The assessment is assigned by the Coordination Team or a Managed Service Provider (MSP).
Risk Assessment Completed Note: This template is for Legacy Exchange customers only.	Approver	Notifies the approver that a risk assessment has been completed for a third-party.	A risk assessment is completed for a third-party.

Third-Party Risk Management


Email Template	Audience	Purpose	Trigger
Review Vendor Assessment Changes	Assessment Respondent	Notifies the respondent that a vendor assessment updated with a newer template version.	The vendor respondent receives a notification.
Risk Treatment Rejected (Legacy Workflow)	Risk Owner	Notifies the owner that a vendor risk remediation or exception has been rejected.	A user rejects a vendor risk remediation or exception.
Vendor Assessment Approver Assignment	Assessment Approver	Notifies the approver that they have been assigned to a vendor assessment.	A vendor assessment has been assigned to an approver.
Vendor Assessment Assigned No Approver	Assessment Respondent	Notifies the respondent that they have been assigned an assessment .	A respondent is assigned to an assessment with no reviewer.
Vendor Assessment Assigned to Approver with Comment	Assessment Approver	Notifies the approver that a vendor assessment has been re-assigned to them and that it includes comments from the user who assigned it.	A vendor assessment is re-assigned with comments to an approver.
Vendor Assessment Assigned	Assessment Respondent	Notifies the respondent that they have been assigned a vendor assessment.	A respondent is assigned to an assessment.
Vendor Assessment Automatically Assigned	Assessment Respondent	Notifies the respondent that an additional vendor assessment has been automatically assigned to them based on their response(s) to the previous vendor assessment.	A respondent triggers an automatic vendor assessment through a rule.
Vendor Assessment Automatically Completed, New Assessment Triggered	Assessment Respondent	Notifies the respondent that their assessment has been automatically completed and a new assessment has been triggered.	An assessment is automatically completed and a new assessment is triggered through a rule.
Vendor Assessment Comment Added	Assessment Respondent	Notifies the respondent and approver that a comment has been added to a question within the assessment.	Comments left on the assessment will trigger a email to the respective parties.
Vendor Assessment Completed	Assessment Respondent	Notifies the responded that their vendor assessment has been reviewed and completed.	A vendor assessment is approved.
Vendor Assessment Completed with Comments		A vendor assessment has been completed with result comments added
Vendor Assessment Info Needed No Approver	Assessment Respondent	Notifies the respondent that a question requires additional information.	A user requests additional information for a question.
Vendor Assessment Info Request Closed	Assessment Respondent	Notifies the respondent that an information request has been closed.	A user closes an information request.
Vendor Assessment Info Request Reopened	Assessment Respondent	Notifies the respondent that an information request has been reopened.	A user reopens an information request.
Vendor Assessment Rejected	Assessment Respondent	Notifies the respondent when a vendor assessment is completed and the result is set to rejected.	The approver rejects a vendor assignment.
Vendor Assessment Rejected with Comments		Email sent to respondents when an vendor assessment is completed with the result set to rejected and result comments have been added
Vendor Assessment Reminder	Assessment Respondent	Reminds the respondent that the deadline to their assigned vendor assessment is approaching.	A vendor assessment with a deadline and reminder has reached its specified reminder date.
Vendor Assessment Reopened	Assessment Respondent	Notifies the respondent that a vendor assessment has been reopened.	A vendor assessment is reopened.
Vendor Assessment Send Back to Under Review	Assessment Respondent	Notifies the respondent that their vendor assessment has been set to Under Review status.	An approver sets a vendor assessment to Under Review.
Vendor Assessment Shared	User	Notifies the user that an assessment has been shared with them.	A vendor assessment is shared with a user.
Vendor Assessment is Ready for Review	Assessment Approver	Notifies the approver that a vendor assessment is ready for review.	A respondent submits a vendor assessment.
Vendor Assessment is Ready for Review with Comments		Vendor Assessment has been submitted with comments and is ready for your review
Vendor Data Feedback Email	OneTrust Vendor Services Team	Vendorpedia data inaccuracy feedback request.	A user submits a correction to Vendorpedia.
Vendor Response Added to Info Request	Assessment Respondent	Notifies the respondent that a response has been added to their information request for a vendor assessment.	A user adds a response to an information request.
Vendor Risk Approvers Added	Assessment Approver	Notifies the approver that they have been assigned as a risk approver.	A user assigns an approver for a vendor risk.
Vendor Risk Assigned	Risk Owner	Notifies the risk owner that a vendor risk using the Default Risk Workflow has moved to the Treatment stage.	A vendor risk is moved to the Treatment stage.
Vendor Risk Treatment Added	Assessment Approver	Notifies the approver that a vendor risk remediation or exception has been proposed to a risk in their assessment.	A user proposes a vendor risk remediation or requests a vendor risk exception.
Vendor Risk Treatment Approved	Risk Owner	Notifies the owner that a vendor risk remediation or exception has been approved.	A user approves a vendor risk remediation or exception.
Vendor Risk Work Flow Exception Granted	Risk Owner	Notifies the owner that an exception has been granted.	A user approves an exception.
Vendor Risk Work Flow Exception Requested	Risk Approver	Notifies the approver that an exception has been submitted for a vendor risk.	A risk owner requests an exception.
Vendor Risk Work Flow Reopen	Risk Owner	Notifies the owner that a vendor risk has been reopened.	A user reopens a risk.
Vendor Risk Work Flow Send Back	Risk Owner	Notifies the owner that an approver has sent back a risk treatment.	A risk approver sends back a risk treatment.
Vendor Risk Work Flow Treatment Approved	Risk Owner	Notifies the owner that a risk exception has been approved.	A user approves a risk exception.
Vendor Risk Work Flow Treatment Assigned	Risk Owner	Notifies the risk owner that they have been assigned a risk and must respond to the treatment plan.	A risk approver submits a treatment plan to a risk.
Vendor Risk Work Flow Treatment Submitted	Risk Approver	Notifies the approver that a risk treatment has been submitted for a vendor risk.	A risk owner submits a risk treatment for review.
Vendor Rules Custom Email	User	a placeholder for custom email content to be delivered from the Vendor Rules. Notifies the user when a "Send Notification" rule is triggered from the Vendor Workflow. Notifies the user using a custom email created for vendor rules.	The "Send Vendor Email" action is triggered by automation rules.
Vendor Send Back: More Information Requested	Assessment Respondent	Notifies the respondent that more information has been requested.	The vendor assessment approver sends a Needs More Info request and the assessment has been set back to In Progress.
Vendor Task Assigned	Task Assignee	Notifies the assignee that a vendor task has been assigned to them.	A vendor task is assigned to a user.
Vendor Upcoming Re-Assessment	User	Notifies the user that there is an upcoming re-assessment for a vendor.	A vendor is due for a re-assessment soon.
Vendor Workflow Stage Rule Action Notification	User	Notifies the user when a "Send Notification" rule is triggered from the Vendor Workflow.	A "Send Notification" rule is triggered from the Vendor Workflow.
Vendor with Expiring Documents	Contract Owner	Notifies the owner when vendor contracts are expiring.	A vendor's documents are expiring soon.

Internal Audit Management

Audit Management


Email Template	Audience	Purpose	Trigger
Audit Approver Assigned	Approver	Notifies the approver that they have been assigned an audit.	An approver is assigned to an audit.
Audit Auditor Assigned	Auditor	Notifies the auditor that they have been assigned a workpaper.	An auditor is assigned.
Audit Bulk Task Assigned Email	Task Assignee Note: The current user is excluded from all notification scenarios except for this template.	Provides the task assignees with a summary of their assigned tasks.	Tasks are assigned in bulk on the Task tab.
Audit Needs Action	Auditor / Approver	Notifies the auditors, approvers, or both that an action is needed based on a configured automation rule.	An automation rule is configured to send a notification.
Audit Task Comment Added	Auditor / Approver / Task Assignee	Notifies the auditors, task assignees, and approvers associated with an audit task that a comment has been added on a task in an audit or workpaper.	A comment is added on the task in an audit or workpaper.
Audit Task Deadline Approaching	Auditor/ Approver / Task Assignee	Notifies the auditors, approvers, and task assignees when an open audit task deadline is due in two days.	A task deadline is in two days.
Audit Task Deadline Past Due	Auditor/ Approver / Task Assignee	Notifies the auditors, task assignees, and approvers when a task deadline is past due.	An open task is past the deadline (one day after deadline).
Audit Task has been Created	Auditor/ Approver	Notifies the auditors and approvers assigned to an audit or workpaper that a task was created.	An audit or workpaper task is created.
Audit Task Status has been Updated	Auditor/ Approver/ Task Assignee/ Task Collaborator	Notifies the auditors, task assignees, and approvers that a task status has been updated.	An audit or workpaper task status is updated.
Audit Task Updated	Auditor/ Approver / Task Assignee/ Task Collaborator / Finding Assignee	Notifies the auditors, approvers, assignees, and collaborators that a task has been updated on an audit or workpaper.	A task is updated on an audit or workpaper.
Finding Assigned	Finding Assignee	Notifies the finding assignee that they have been assigned to a finding.	A finding is assigned.
Finding Created	Auditor / Approver	Notifies the auditors and approvers that a finding was created.	A finding is created on an audit or workpaper.
Finding Status Updated	Finding Assignee	Notifies the finding assignee that a finding status has been updated.	A finding workflow stage is updated.
Finding Task Status Updated	Finding Task Assignee	Notifies the finding task assignees that a task status has been updated.	A finding task status is updated.
Stage Review Rejected with Comments	Workflow Stage Approvers / Auditors / Approvers	Notifies the workpaper stage approvers and audit and workpaper approvers and auditors when an audit or workpaper has been reviewed and sent back with comments.	A workflow approver rejects review.
Task Assigned to User	Task Assignee / Task Collaborator (Bcc)	Notifies the assignee that they were assigned to a newly added task.	A task is assigned.
Workflow Stage Change Notification	Workflow Stage Reviewers	Notifies the workflow stage reviewers when a workflow stage has been updated in an audit, workpaper, or finding and requires the attention of a reviewer.	The current workflow has been moved to an approval stage. Note: Approval stages can be configured in advanced workflows using the workflow settings.

Settings & Administration