Email Notification Lists

The following tables list Task Notifications, Content Change Notifications, and Miscellaneous Notifications email groups that you can enable using the Email Manager.

Task Notifications

Email notifications in this group can inform about activity involving content owners and assigned proxy authors, workflow activity, or administrative actions.

Email Name Description
Action Required on Draft Content Sent to the owner and assigned proxy author when an owner task is assigned.
Periodic Review Required Sent to the owner and assigned proxy author when a periodic review of content is due or near due.
Check Content Link Sent to the owner and assigned proxy author when a link in a content item needs to be checked.
Writing Complete Sent to the owner and assigned proxy author when all assigned writers have finished and the content is ready to submit for review.
Submit Content for Review upon Request Sent to the owner when a proxy author requests that content be submitted for review.
Content Sent Back to Draft Sent to the owner and assigned proxy author when an administrator uses the Send to Draft option.
Content Submitted for Periodic Review Sent to the owner and assigned proxy author when another user has submitted their content for periodic review.
Owner Assigned Sent when a user is assigned to own content.
Proxy Author Assigned Sent when a user is assigned as an item's proxy author.
Content Declined or Revised in Review Sent to the owner and assigned proxy author when all assigned reviewers have completed their tasks and the content is sent back to draft.
Content Declined or Revised in Approval Sent to the owner and assigned proxy author when all assigned approvers have completed their tasks and the content is sent back to draft.
User Assigned to Content Has Been Archived Sent to the owner and assigned proxy author when a user assigned to a content item's Properties Wizard steps is archived.
Content Linked to Campaign Set to Auto Archive Sent to the owner and assigned proxy author when a content item that has an auto archive date set has been linked to a campaign.
Ensure Content Compliance Sent to the Content Owner when content has been marked for compliance review in the associated Integrated Risk Management (IRM) application.
Email Name Description
Workflow/Collaborator Task Notification Sent to users assigned as writers.
Reviewer Task Notification Sent to users assigned as reviewers.
Approver Task Notification Sent to users assigned as approvers.
Read/Complete Task Notification Sent to users assigned to read or complete content.
Collaboration Task Suspended Sent when content moves to a different workflow status, causing a collaboration task to be suspended.
Review Task Suspended Sent when content moves to a different workflow status, causing a review task to be suspended.
Approval Task Suspended Sent when content moves to a different workflow status, causing an approval task to be suspended.
Read/Complete Task Suspended Sent when content moves to a different workflow status, causing a read/complete task to be suspended.
Notify Only

Sent when a document with a "Notify Only" assignment is published.

Note: This email cannot be disabled.
Email Name Description
Content Reassignment Needed

Sent when a user assigned the Owner role:

  • Is assigned a different job title.

  • Is deactivated (archived).

  • Is unassigned the owner role.
User Assigned to Templates Has Been Archived Sent to administrators and users with the Template role when a user assigned to a template's Properties Wizard steps is archived.

Content Change Notifications

Email notifications in this group can advise owners or proxy authors of changes in content state or completion status.

Email Name Description
Content Replacement Pending Sent to the owner and assigned proxy author when another user has set one of the owner's content items to be replaced.
Original Edited in Its Current State Sent to the owner and assigned proxy author of localized copies when the original is modified in its current state (as opposed to creating a new version).
Content Edited in Its Current State Sent to the owner, assigned proxy author, and approvers when an administrator edits content in its current state.
Content Set as Approved Sent to the owner and assigned proxy author when an administrator sets content as approved.
No Revision Necessary Sent to assigned approvers and proxy author when content is due for review and the owner specifies that no revision is necessary. Alternatively, if an administrator specifies that no revision is necessary, the owner will also be notified.
Campaign Content Item Archived Sent to a campaign owner when a content item linked to the owner's campaign is archived.
Campaign Content Item Has New Version Sent to a campaign owner when a content item linked to the owner's campaign has a new version created.
Email Name Description
Review Level Complete Sent to the owner and assigned proxy author when all required reviewers on a specific level have completed their tasks and a subsequent review level exists.
Review Cycle Complete - Content Moved to Approval Sent to the owner and assigned proxy author when content is accepted by all required reviewers and moved to approval.
Approval Level Complete Sent to the owner and assigned proxy author when all required approvers on a specific level have completed their tasks and a subsequent approval level exists.
Approval Cycle Complete - Content Approved Sent to the owner and assigned proxy author when content is accepted by all required approvers and is started/published or pending.
Email Name Description
Writer Task Complete Sent to the owner and assigned proxy author when an assigned writer clicks Finished Writing.
Reviewer Task Complete Sent to the owner and assigned proxy author when an assigned reviewer accepts, declines, or revises content.
Approver Task Complete Sent to the owner and assigned proxy author when an assigned approver accepts, declines, or revises content.

Miscellaneous Notifications

Email notifications in this group can report on tasks, escalations, or system information or alert users of required actions. Some notifications in this group cannot be disabled.

Note: Email notifications in the Summary group cannot be disabled.

Email Name Description
Summary of Incomplete Tasks Sent to users on the configured interval with a list of all of their incomplete tasks.
Escalation Summary for Owners and Proxy Authors Sent to the owner and assigned proxy author on the configured interval with a list of overdue workflow tasks.
Escalation Summary for Department Managers Sent on the configured interval to the manager of users with overdue read/complete tasks.
Email Name Description
Welcome Sent whenever a new user is added.
Content No Longer Checked Out

Sent when the user who had the item checked out checks it back in.

Note: This email cannot be disabled.
New Discussion Sent to designated recipients when a discussion is started.
Discussion Reply Posted Sent to designated recipients when a discussion reply is posted.
Forgot Password

Sent when a user chooses the Forgot password? link.

Note: This email cannot be disabled.
Email Name Description
Document Import Complete Sent when a requested document import is complete.
Document Export Complete Sent when a requested document export is complete.
Send Report to User Sent when a user runs a report and uses the Send Report option.
Periodic Report

Sent at specified intervals after a user enables periodic report emails.

Note: This email cannot be disabled.
User Synchronization Results

Sent to specified email addresses upon completion of a user synchronization.

Note: This email cannot be disabled.
User Synchronization Error

Sent to specified email addresses when an unexpected error occurs during a user synchronization.

Note: This email cannot be disabled.
Data export error

Sent to administrators when a scheduled data export fails.

Note: This email cannot be disabled.
Email Name Description
Insufficient Licenses

Sent to administrators when a user attempts to log in and one of the following is true:

  • More corporate users exist in PolicyTech than are allowed by the registration code.

  • The maximum number of allowed concurrent users has been reached.