Application Customisation - Email Template Management

Applies to: 

• Product: Risk Assessment Platform
• User Roles: Super Admin and Users with Email Template Management permissions

Email Template Management

The purpose of this feature is to allow administrators to configure the templates and properties of emails sent by the application. The application sends emails to recipients when specific events occur, such as account creation, password reset, supporting document requests, and account expiry. Each event has its own email template and set of options that can be configured, including the email subject, email body, the From email address, and the From display name.

To use the default Arctic Intelligence Risk Assessment email templates and settings, leave this page uncustomised or copy from the Global option.

To modify the email templates, your user role must have the Customise Email Templates permission. The Super Admin role has this permission by default. For all other users, the permission must be added to a custom application role. Learn more about Application Role Management.

Users with the appropriate permissions can access the Email Template Management window by selecting the Settings button () at the top right of the application window and selecting Email Template Management from the menu.

The Email Template Management window consists of 2 tabs:

• The Global tab is for use by the Super Admin
• The Company tab is for use by Users with email template edit permissions.

Creating Company Email Templates

Select the Company tab to view and configure email templates and settings for your company.

Press the Customise button to start adding or editing the email templates and options.

To copy the default email templates, use the Copy from field and select Global from the dropdown. This is recommended as a starting point for your company emails. Ignore this option to start with a blank slate.

Configure settings for each of the email templates as described below.

Use the Send Test Email () button to receive a copy of the email in your inbox.

Press the Save button to save your changes once all required fields are completed.

Removing Company Email Templates

To remove all company email templates and settings from your instance of the Risk Assessment Platform, press the Delete () button on the right-hand side of the application window.

The default Risk Assessment email templates and settings are used when nothing is defined for the company.

Email Template Settings

Each application event that triggers an email has its own email template. Each email template has four (4) settings that can be configured:

• Email Subject - Enter text to appear as the subject of the email. Supports the use of parameters.
• Email Template - Create the body of the email in HTML and use the Choose File button to upload it. Supports the use of parameters.
• From Email Address - Define the email address the recipient can reply to. The Arctic Intelligence email is used by default if you copied from Global.
  Important: Before changing the email address, read the Technical Considerations.
• From Email Display Name - Enter a name to appear in the From field of the email. The Arctic Intelligence Support name is used by default if you copied from Global.

Email Template Parameters

The parameters available for use in the Email Subject and Email Template are listed for each template.

Invite New Company User

Triggered when a new user is invited to the company or used at account creation.

• {{ActivateUrl}}
• {{AdminName}}
• {{CompanyName}}
• {{FirstName}}
• {{LastName}}
• {{LoginUrl}}

Invite Existing Company User

Triggered when the email address of an existing user is invited to another company or used at account creation.

• {{AdminName}}
• {{CompanyName}}
• {{CompanyList}}
• {{FirstName}}
• {{LastName}}
• {{LoginUrl}}
• {{RequestingUser}}

Password Reset

Triggered when the Forgot Password function is used.

• {{FirstName}}
• {{LastName}}
• {{AdminName}}
• {{CompanyName}}
• {{LoginUrl}}
• {{ResetUrl}}

Supporting Document Request

Triggered when a request for supporting documentation is sent to you by a user in the application.

• {{AdminName}}
• {{CompanyName}}
• {{CustomMessage}}
• {{FirstName}}
• {{LastName}}
• {{LoginUrl}}

Supporting Document Upload Notification

Triggered when a supporting document is uploaded.

• {{Assessment}}
• {{AdminName}}
• {{CompanyName}}
• {{FirstName}}
• {{LastName}}
• {{LoginUrl}}
• {{SubAssessment}}
• {{TableContent}}

Account Expiry

Triggered when the license for the company account is due to expire.

• {{AdminName}}
• {{CompanyName}}
• {{CompanyList}}
• {{ExpiryDate}}
• {{ExpiryDays}}
• {{FirstName}}
• {{LastName}}
• {{LicenceName}}
• {{LoginUrl}}

Account Expired

Triggered when the license for the company account has expired.

• {{AdminName}}
• {{CompanyName}}
• {{FirstName}}
• {{LastName}}
• {{LoginUrl}}

Risk Factor Workflow Reminder

A daily reminder listing the user's outstanding risk factors.

• {{AssessmentName}}
• {{CompanyName}}
• {{FirstName}}
• {{LastName}}
• {{LoginUrl}}
• {{SubAssessment}}
• {{UserWorkflowSummaryUrl}}
• {{TableContent}}

Risk Factor Workflow Notification

Triggered when a risk factor is submitted for approval or reopened/rejected.

• {{AssessmentName}}
• {{CompanyName}}
• {{FirstName}}
• {{LastName}}
• {{LoginUrl}}
• {{SubAssessment}}
• {{Trigger}}
• {{ItemUrl}}
• {{TableContent}}

Control Workflow Reminder

A daily reminder listing the user's outstanding controls.

• {{AssessmentName}}
• {{CompanyName}}
• {{FirstName}}
• {{LastName}}
• {{LoginUrl}}
• {{SubAssessment}}
• {{UserWorkflowSummaryUrl}}
• {{TableContent}}

Control Workflow Notification

Triggered when a control is submitted for approval or reopened/rejected.

• {{AssessmentName}}
• {{CompanyName}}
• {{FirstName}}
• {{LastName}}
• {{LoginUrl}}
• {{SubAssessment}}
• {{Trigger}}
• {{ItemUrl}}
• {{TableContent}}

Action Reminder

A daily reminder listing the user's outstanding actions.

• {{AssessmentName}}
• {{CompanyName}}
• {{FirstName}}
• {{LastName}}
• {{LoginUrl}}
• {{AssessmentUnitName}}
• {{DashAssessmentUnitName}}
• {{ItemUrl}}
• {{TableContent}}

Action Notification

Triggered when an action is assigned to a user.

• {{AssessmentName}}
• {{CompanyName}}
• {{FirstName}}
• {{LastName}}
• {{LoginUrl}}
• {{AssessmentUnitName}}
• {{DashAssessmentUnitName}}
• {{Trigger}}
• {{ItemUrl}}
• {{TableContent}}

New User Invite Auto-Renew

Triggered when an invited user clicks the activation link after it has expired. Does not trigger if the user is active, archived, or has been deactivated.

• {{AdminName}}
• {{CompanyName}}
• {{FirstName}}
• {{LastName}}
• {{LoginUrl}}
• {{ActiveUrl}}