Email Templates: Privacy & Data Governance Cloud

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 or a change has been made to the approvers after launching the assessment.

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 info request workflow setting is disabled in Global Settings.

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 info request workflow setting is disabled in Global Settings.

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.

Scheduled Assessment Launch Failed

Assessment Approver

Notifies the approver that the scheduled assessment has failed to launch.

There is a failure when launching a scheduled assessment.

Assets Discover Alert

Site Admin

Notifies the admin when an asset has been discovered via data discovery.

An asset is discovered via data discovery.

Asset rules custom notification

User

Provides a customizable notification related to an asset inventory.

An automation rule runs featuring the template.

Asset Task Assigned

Task Assignee

Notifies the user that they have been assigned a task for an asset inventory record.

A task for an asset inventory is assigned to a user.

Asset up for review

Assessment Respondent

Notifies the recipient that an asset inventory needs to be reviewed/reassessed.

The Reminder date configured in a Send Asset Assessment automation rule arrives, or a Send Asset Email automation rule runs featuring the template.

Object Level Permission Shared to Assets

User

Notifies the user when an invitation to view an asset has been shared.

An asset inventory is shared with the user.

Entity rules custom notification

User

Provides a customizable notification related to an entity inventory.

An automation rule runs featuring the template.

Entity Task Assigned

Task Assignee

Notifies the user that they have been assigned a task for an entity inventory record.

A task is assigned to a user.

Entity up for review

Assessment Respondent

Notifies the recipient that an entity inventory needs to be reviewed/reassessed.

The Reminder date configured in a Send Entity Assessment automation rule arrives, or a Send Entity Email automation rule runs featuring the template.

Object Level Permission Shared to Assets

User

Notifies the user when an invitation to view an entity has been shared.

An entity inventory is shared with the user.

Comment Added to Incident

Assignee / Reporter

Notifies the incident assignee and reporter that a new comment has been added on an incident.

A comment is added to an incident.

Comment Edited on Incident

Assignee / Reporter

Notifies the incident assignee and reporter that an existing comment has been edited on an incident.

A comment is edited on an incident.

Incident Assigned to User Group

User Group

Notifies all users in a user group when they are assigned to an incident.

A user group is assigned to an incident.

Incident Assignment Notification

Incident Assignee

Notifies the user that they have been assigned to an incident.

A user is assigned to an incident.

Incident Deadline Approaching Notification

Incident Assignee

Notifies the user that the incident they are assigned to has an upcoming deadline.

An incident has an upcoming deadline.

Incident Deadline Past Due Notification

Incident Assignee

Notifies the user that the deadline for the incident is past due.

An incident has a deadline that is past due.

Incident Needs Action Notification

System Users / User Type Attributes

Notifies the user that the incident has actions that must be completed.

An automation rule to send an Incident Needs Action Notification is triggered based on the automation rule conditions configured.

Incident Rules Send Notification Email

Incident Assignee

Notifies the user that a Send Notification rule has been triggered from an incident workflow.

An incident rule is triggered.

Incident Task Assignment Notification

Incident Task Assignee

Notifies the user that they have been assigned to an incident task.

A user is assigned to an incident task.

Incident Task Completed Notification

Incident Assignee

Notifies the user that the incident task is completed.

An incident task is marked as complete.

Privacy Notice Expired

Privacy Notice Owners

Notifies the Privacy Notice Owners when a privacy notice has expired.

A privacy notice has expired.

Privacy Notice Expiring Soon

Privacy Notice Owners

Notifies the Privacy Notice Owners that a privacy notice expires in 30 days.

A privacy notice expires in 30 days.

Privacy Notice Ready for Review (Moved into Approval Stage)

Stage Approvers

Notifies the current stage approvers when a privacy notice is moved into an approval stage.

A privacy notice is moved to an approval stage.

Privacy Notice Ready for Review (Submitted By Privacy Notice Owner)

Stage Approvers

Notifies the current stage approvers when a privacy notice is submitted for review.

A privacy notice is submitted for review.

Privacy Notice Rejected and Sent Back

Privacy Notice Owners

Notifies the Privacy Notice Owners that a privacy notice has been rejected and sent back during the review workflow.

A privacy notice is rejected and sent back.

Privacy Notice Workflow Stage Rule Action Notification

Stage Approvers

Notifies the current stage approvers when a "Send Notification" rule is triggered from the privacy notice workflow.

The "Send Notification" rule is triggered from the workflow.

Additional Request Details Notification to Selected Users

User

Notifies the user selected as a recipient of the data subject request details.

A web form rule to send request details is triggered.

Check Identity Verification Status

External

Data Subject

Notifies the data subject if the initial Third-Party ID Verification passes.

Contains a link to the verification page from which the data subject can complete subsequent steps for identity verification or check the verification status.

The initial verification passes when Third-Party ID Verification is enabled.

Comment Added to Request - Password Required

External

Data Subject

Notifies the data subject that a comment has been added to their request when a password is required to access the request.

A user adds a comment to a request when a password is required for the data subject to access the request.

DSAR Case Assigned

Request Approver

Notifies the user that a request has been assigned to them.

A request is assigned.

DSAR Group Assigned Case

User Group

Notifies each user in a user group that a request has been assigned.

A request is assigned to a user group.

DSAR Group Assigned Subtask

User Group

Notifies each user in a user group that the subtask has been assigned for a data subject request.

A subtask is assigned to a user group.

DSAR Group Assigned Task Reminder

User Group

Notifies each user in a user group when the deadline for an assigned data subject request subtask is approaching.

A subtask deadline reminder date arrives.

Data Discovery Results Notification to Approver

Request Approver

Notifies the approver of a request when data discovery results are ready for review for a system subtask.

A data discovery subtask has returned results.

Data Subject Group Assigned Request Reminder

User Group

Notifies each user in a user group that a request is approaching its deadline.

A request reaches its specified reminder date.

Data Subject Request Attachment Deletion

External

Data Subject

Notifies the data subject that that the request attachments have been automatically deleted.

The request has reached its attachment deletion date.

Data Subject Request Comment notification to data subject approver

Request Approver

Notifies the user that an internal comment has been made on the request.

An internal comment is posted to a request.

Data Subject Request Complete

External

Data Subject

Notifies the data subject that their request has been completed.

The approver selects Reply as Complete on the request Activity tab.

Data Subject Request Confirmation - Verification Enabled

External

Data Subject

Provides a link for the data subject to validate their email address.

A data subject submits a request while email verification is enabled.

Data Subject Request Confirmation

External

Data Subject

Confirms to the data subject that request submission was successful.

A data subject submits a web form.

Data Subject Request Deadline Paused

External

Data Subject

Notifies the data subject that the deadline on their request has been paused.

A request's deadline is paused.

Data Subject Request Extended

External

Data Subject

Notifies the data subject that their request has been extended.

The approver selects Reply as Extended on the request Activity tab.

Data Subject Request Limit Reached (IAPP)

Site Admin

Notifies the site admin that their account has reached the limit of data subject requests.

An account receives a data subject request that places the account at its maximum request limit.

Data Subject Request Rejection

External

Data Subject

Notifies the data subject that their request has been rejected.

A request is rejected.

Data Subject Request Reminder

Request Approver

Notifies the user that the request is approaching its deadline.

The request has reached its specified reminder date.

Data Subject Request Reply (Data Subject)

Request Approver

Notifies the approver that the data subject has made a comment on the request.

The data subject replies to a comment on the request.

Data Subject Request Reply (Privacy Officer)

External

Data Subject

Notifies the data subject that a public comment has been made on their request and provides a link with which they can log in to the portal.

A public comment is made on the request.

Data Subject Request Subtask Assignment

Request Subtask Owner

Notifies the user that a subtask has been assigned to them.

A request subtask is assigned.

Data Subject Request Subtask Comment Added

Request Subtask Owner / Request Approver

Notifies the approver that a comment has been added to a subtask.

A comment is added to a subtask.

Data Subject Request Subtask Reminder

Request Subtask Owner

Notifies the user that the subtask is approaching its deadline.

The subtask has reached its specified reminder date.

Data Subject Request Subtask Updated

Request Approver

Notifies the approver that a request subtask has been updated.

A request subtask is updated.

Data Subject Request recovery email notification

External

Data Subject

Provides the data subject with a link with which they can access the data subject request portal after their original link has expired.

The data subject requests access to the data subject portal after the original link has expired

Identity Verification Failure

External

Data Subject

Notifies the data subject that identity verification failed.

A data subject's identity verification method fails.

Manually Regenerate Portal Password

Request Approver

Notifies the approver that the data subject has requested a new password.

A data subject selects the Forgot Your Password link on the login screen.

One-Time Access Code Notification Sent to Requester

External

Data Subject

Notifies the user when requesting a one-time access code to the Privacy Portal.

A data subject requests access to the Privacy Portal.

Object Level Permission Shared to Processing Activities

User

Notifies the user when an invitation to view a processing activity has been shared.

A processing activity inventory is shared with the user.

Processing Activity coming up for review

Assessment Respondent

Notifies the recipient that a processing activity inventory needs to be reviewed/reassessed.

The Reminder date configured in a Send Processing Activity Assessment automation rule arrives, or a Send Processing Activity Email automation rule runs featuring the template.

Processing Activity Rules Custom

User

Provides a customizable notification related to a processing activity inventory.

An automation rule runs featuring the template.

Processing Activity Task Assigned

Task Assignee

Notifies the user that they have been assigned a task for a processing activity inventory record.

A task is assigned to a user.

Training Course Assigned (resend notification)

User

Notifies the recipient that they have been enrolled in a training course.

The manager resends the notification email from the Course Details screen.

Training Course Assigned

User

Notifies the recipient that they have been enrolled in a training course.

A course is assigned to a user (internal or external).

Training Course Reminder (After Due Date)

User

Reminds the recipient to complete their overdue course assignment.

The date selected during enrollment for the course reminder (after the due date) arrives.

Training Course Reminder (Before Due Date)

User

Reminds the recipient to complete their course assignment.

The date selected during enrollment for the course reminder (before the due date) arrives.

Consent Acknowledgement Email with Preference Center Link

External

Data Subject

Acknowledges that the data subject has given their consent through a collection point and provides a link to the data subject's preference center.

A data subject gives consent through a collection point when the collection point is configured with a preference center link.

Consent Acknowledgement Email

External

Data Subject

Acknowledges that the data subject has given their consent through a collection point.

A data subject gives consent through a collection point.

Consent Confirmation Retry with Cancel

External

Data Subject

Confirms that the data subject has either consented to the specified purposes of processing or canceled the Pending transaction when the data subject does not confirm their consent via the initial email after a set period. If canceled, the Purpose status will be Not Given.

A data subject submits consent preferences but does not confirm their consent within the specified period.

Consent Confirmation Retry

External

Data Subject

Confirms that the data subject has consented to the specified purposes of processing when the data subject does not confirm their consent via the initial email after a set period.

A data subject submits consent preferences but does not confirm their consent within the specified period.

Consent Confirmation with Cancel

External

Data Subject

Confirms that the data subject has either consented to the specified purposes of processing or canceled the Pending transaction. If canceled, the Purpose status will be Not Given.

A data subject submits consent preferences.

Consent Confirmation

External

Data Subject

Confirms that the data subject has consented to the specified purposes of processing.

A data subject submits consent preferences.

Inactive Collection Point Notification

User

Notifies the user for collection point if the collections stops getting transactions.

A collection point has gone 24 hours without receiving any new transactions.

One-Time-Passcode SMS Expiry Message

Site Admin

Notifies that the number of one time-passcodes sent out has reached the SMS quota.

The number of one-time passcodes sent out has reached the SMS quota.

One-Time-Passcode SMS Renewal Message

Site Admin

Notifies that the number of one-time passcodes sent out is about to reach the SMS quota.

The number of one-time passcodes sent out has reached 80% of the SMS quota.

Preference Center One-Time Access Code Notification Sent to Customer

External

Data Subject

Provides the data subject with a one-time access code that they will enter when logging in to the Preference Center.

A data subject requests a one-time access code to the Preference Center Privacy Portal.

Preference Center One-Time Login Email

External

Data Subject

Provides a data subject with a link with which they can access their preference center. This link expires after one use.

A data subject requests access through the login page.

Preference Center Unsubscribe

External

Data Subject

Acknowledges that the data subject has unsubscribed from all specific purposes of processing.

A data subject unsubscribes from preference center purposes.

Preference Center Update

External

Data Subject

Confirms that the data subject has updated their consent preferences in the Universal Consent Preference Center.

A data subject updates their preference center.

Profile Update

External

Data Subject

Notifies the data subject that the changes made to their profile are confirmed, regardless of any changes to consent preferences.

A data subject updates their profile in the Preference Center without making changes to their consent preferences.

Additional Domain Request

Site Admin

Notifies the site admin that a user is trying to publish a domain in an account that has reached its domain limit. The email provides a link to the subscription portal, where the site admin can upgrade their account subscription to allow for more domains.

A user tries to publish a domain in an account that has already reached its maximum domain limit.

Web Scan Complete

User

Notifies the designated user that the scheduled website scan has been completed.

A scheduled website scan is completed.

App Scan completed

User

Notifies the user that an app scan is ready to view.

An app scan is ready to view.

Web Scan Completed

User

Notifies the user that the website scan has been completed.

A web scan has completed.

Data Source Scan Completion

Data Source Owner

Notifies the user that a data source scan has successfully completed.

The job ID for the scan is finished and marked as Completed.

Data Source Scan Failure

Data Source Owner

Notifies the user that a data source scan has failed.

The job ID for the scan did not complete and failed.

Data Source Scan Stalled

Data Source Owner

Notifies the user that a data source scan has delayed and may have experienced an error.

The job ID for the scan has encountered an issue and did not publish results.

Disk Usage Alert

Worker Node Owner

When a worker node is reporting high disk usage. A disk usage threshold is required for the notification to be sent.

A worker node is reporting high disk usage.

Worker Node Update Available

Worker Node Owner

An updated worker node is available. This is only for accounts where auto-update is not enabled.

A worker node is available for upgrade.

Worker Node Upgrade Failure

Worker Node Owner

Notifies the user that the worker node upgrade failed.

The upgrade job for the worker node was not successful.

Worker Node Upgrade Success

Worker Node Owner

Notifies the user that the worker node upgrade was successful.

The upgrade job for the worker node is successfully completed.