Your Business Process Owner for Compliance can define templates for the most commonly used notifications, and can also define universal templates that are sent for all compliance programs and requirements or contracts and contract terms. The notification templates that the business process owner defines, if they are not designated as universal templates, are available to you, as the Compliance Program Manager, when you are adding notifications for compliance programs, requirements, contracts, contract terms, or events.
Note: You can define notifications for compliance programs, requirements, contracts, or contract terms. The information in this topic applies to locations for all of these items.
However, sometimes after reviewing the universal templates and the templates available for assignment, you might determine that a new notification template is needed.
This topic includes the following sections:
Note: If you need a template that varies slightly from an existing template, you can use the Copy As New feature to create a new template. See Creating New Notification Templates Based on an Existing Template.
Before deciding if a new notification template is needed, you should review the notification templates that have already been defined to evaluate if these templates meet your needs.
To review notification templates:
The bottom pane shows the details for the notification template. If the template is assigned to any other program, contract, requirement or contract term, the bottom pane is in read-only format to prevent changes to a template that will inadvertently affect other items. In this situation, the only way to edit the template is using the Manage Notification Templates task, where you can easily see how many items the template is assigned to before making a change.
If the template is not assigned to any item, or is assigned only to the current item you are working with, then the bottom pane allows editing of the template.
If your organization determines that certain notifications are needed for all events, the business process owner can define these universal templates. Universal templates are specific notifications that are always sent to selected people for all events if the triggering conditions are met. The universal templates the business process owner defines are inherited by all new programs and their requirements.
For example, a universal notification template could be created to always enforce that the Compliance Manager receives a notification when an event is past its required date by a week or more and is not completed. You will often set up multiple universal templates to send notifications at critical event statuses or dates, such as when an event is missed or overdue.
Universal templates do not have a Compliance Program Code or Requirement Code associated with them; to act as a universal template, the template cannot be associated with a specific program or requirement. For this reason, universal templates are not available to Compliance Program Managers when they manage notifications. Compliance Program Managers can, however, view the universal templates so that they understand the notifications that are being sent, and can determine if they need to create or assign additional notifications.
To view universal templates
The View Universal Templates pop-up window shows all universal templates defined for your programs and requirements,
The bottom pane, shows details for that universal template, such as triggering conditions, subject line, and Notification Body ID.
Note: When you assign a notification template to a compliance program, contract, contract term, or requirement, the notification is applied to newly generated events. To apply the template to future events that are already generated, the events must be re-generated. See To Generate or Regenerate Events
To define a notification template:
| Task | Task Description | Steps |
|---|---|---|
Manage Compliance Programs
Manage Contracts | Associate notification templates with a program or contract when working with it. |
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Manage Compliance Requirements Manage Contract Terms | Associate notification templates with a requirement or contract term when working with it. |
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| Manage Notification Templates | Add a new notification template and assign it to a program or requirement. Note: From this task, you can also bulk assign notification templates. See Bulk Assign Notifications. |
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Notification Template Code: Enter a unique name for the template. The name should clearly identify when to use this template.
| Notification Category | Select a category for the template. Compliance Program Managers can locate templates by their category. For example, enter "Missed Events" to describe a notification template for missed events. |
| Template Description | Describe what this template is used for - for example, "Notification Template for reminders for missed events." |
Do one of the following to select the subject line:
To select the body message, select the Notification Body ID from the list to select the pre-defined message body content. Your Business Process Owner defines these generic messages.
Add Employees: Click the Add Employees button, select employees from the pop-up window, and click Save Selected. The email addresses for the selected employees appear in the Recipient's Email Addresses box.
Type in an email address: If needed you can type an email address in the box, separating the addresses in the list using a semicolon.
Note: If there are groups of employees that you typically choose as recipients, you can have your email administrator set up an email group that you can use for notifications. You can then type the email address for the group (as configured by your email administrator) in the email addresses box, or add that email group to your employees table for easy selection from the pop-up window.
Define the Notification Condition and Recurrence: In the Notification Condition and Recurrence section, enter the following:
| Event Trigger Date |
Set the date that the trigger condition is based on. You can select the event's Date Scheduled Start, Date Scheduled End, or Date Completion Required. |
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| Send Before/After Trigger Date | Select whether this notification occurs before or after the selected Event Trigger Date. You can also select None if this is not applicable to your condition. | ||||||||||||||||||||||||
| Days Before/After Trigger Date To Send | Enter the number of days before or after the trigger date to send the notification. For example, to send a notification 10 days before the Date Scheduled Start, enter 10. the number of days is applied before or after the trigger date depending on whether you select Before or After from the Send Before/After Trigger Date list. | ||||||||||||||||||||||||
| Send if Event Status is |
From the list, select the status that triggers the notification being sent. For example, select 'Not Started' to send a notification before an event has begun. The following shows the Event Statuses that map to the Triggering Statuses you can select:
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| Resend Notification Every (Days) | Enter the number of days between notifications being sent. Leave this field blank if you want the notification sent only once, the first time the trigger conditions are met. | ||||||||||||||||||||||||
| Maximum Notifications to Send | Enter the maximum number of notification to be sent. Notifications are sent until the Event Status changes, or until the maximum number of notifications has been sent, whichever occurs first. If you do not enter a maximum number, notifications are sent until the Event Status changes. |
The notification template will be active for newly generated events for this program. To apply this template to future events that are already generated for a program, the events must be re-generated. See To Generate or Regenerate Scheduled Events.
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