Setting Up Policy Campaign Email Notifications

As part of configuring a campaign, the campaign administrator has the ability to setup email notifications that will be distributed to the recipient list.

Things to Know

  • Emails initiate at 12:00 UTC of the day when the campaign is scheduled to launch.

  • Emails cannot be scheduled for a specific time of day. The distribution may take anywhere from several minutes to several hours depending on the number of recipients in the campaign.

  • Users can refer to the distribution banner in the Campaign Details screen to know when email distribution is in process. Once this banner clears, distribution has completed.



To create email notifications for campaigns

  1. On the Campaigns menu, select Campaigns manager.

    The Campaigns screen appears.

  2. Open a record by clicking on a campaign name.

    The Campaign details screen appears.

  3. Select the Email notifications tab.


    Note:

    The On campaign distribution date field cannot be edited or deleted. This is a default notification that the recipient receives with a link to the My actions screen. It notifies employees that they have actions to complete.

  4. Click the Add notification button to configure a new notification block.

    Field
    Description
    Notifications

    Select when the notification should be sent to recipients. The options include:

    • Days before due date

    • On due date

    • Days after due date

    The notification you select in this field will determine which email notification template is used. The email template being used will appear below the notification block with a hyperlink to the template.

    Value [Blank]

    Enter a value for the number of days before or after the due date in which the notification will be sent to recipients.

  5. Click the Save as Draft button to save your changes.

Campaign Emails FAQ

After a campaign has been created, can I add additional email notifications?

  • For one-time campaigns: You can add notifications as long as the campaign has not ended.

  • For rolling campaigns: You can add notifications as long as the campaign has not ended.

    For either type of campaigns after the campaign has been ended: You cannot add email notifications for a campaign that has been ended.

Is there a way to set up recurring email reminders for campaign recipients?

While there is no recurring email configuration, campaign admins can add multiple emails for each template type, as needed, to remind campaign recipients about their action items. Each Notification line item represents one email, but there is no limit on the amount of notifications per campaign.

Can I send campaign emails in multiple languages?

No. Campaign emails will be sent in the organization's default language. Reminder emails will send in the configured language of the root organization.

Can I customize email templates for each campaign?

No. Campaign email templates are shared across all campaigns.

Is there a specific time when reminder emails are sent?

Distribution begins at approximately 2:00am UTC. Time to completion is dependent on the volume of users.

Who receives reminder emails?

Any users with incomplete action items related to the campaign.

Can I send a campaign without sending the “Campaign Assigned” email template?

By default, the "Campaign Assigned" email will go out to any users assigned action items. You may disable the the “Campaign Assigned” email template to prevent this email from being sent to campaign recipients.

Note:

Disabling this email template will impact other campaigns.

Can I send an reminder to recipients outside the scheduled messages?

Currently this is not supported. Campaign dashboards can be used to build a list of past due users and manually send them an email.

If I extend the end date of a rolling campaign, will new users get added and receive email notifications?

You can extend the end date of a rolling campaign before the end date. If you change the end date after the original expiration date, this will not work since the campaign has already ended.

Why is there a long link at the end of Campaign emails? Can I turn that off?

This is to promote accessible use for users who may require screenreaders or other assistive tools. While OneTrust recommends keeping this link, customers can remove this by updating the email template in Global Settings.

An employee continues to get reminder emails, but they no longer need to complete the assigned action item because of changed circumstances, like changing to a new role. How can I turn off the reminder emails?

Exemption from action item emails is not currently supported but is on the product roadmap for future delivery.