Managing Schedule Emails

You can use these settings to schedule when the various types of task emails are sent.

Manage Schedule Emails

  1. Click Settings & Tools > Company Setup, and then click Email Manager.

  2. Click the Schedule Emails tab.

  3. For the Schedule Email Settings for list, click , and then do one of the following:

    • Select System Default, to use the default settings for all sites currently set to use the system default settings and to configure the default settings for all sites created in the future, and then make any changes as needed.

    • Select a site name for the site you want the settings to affect. When you select a site name you have the option to click Use System Default Settings for the site. With this selection, no further setting options are available. Clear the check box to make changes to the settings for the site.

    • (Optional) When you indicate a site name you have the option to click Use System Default Settings for the site. With this selection, no further settings are available. Clear the check box to make changes to the settings for the site.

  4. In the Task Summary Emails section, do the following:

    • For Starting At, using a 24-hour time format (for example, 13:00 = 1:00 PM), type the time of day you want task summary emails sent.

    • To schedule task summary emails every certain number of days from today, click Send Every and then type a number. For example, if you type 2, the emails will be sent every other day from today on. To turn off task summary emails completely, type 0.

    • To select a day or days of the week for task summary emails to be sent, click Send On and then select specific days or Select All.

      Note: When the task summary emails are scheduled, the system will first check to see if an email was sent previously, and if not, one is sent immediately depending on the day. After that, the task summary emails will be sent on the scheduled day.

    • For Frequency, click an option. Send on selected day(s) sends emails on the selected days of every week. Every other week and Once a month send emails on the selected days, but only every other week or once a month, respectively.

      Note: A task summary email lists all a user's unfinished tasks.

  5. In the Individual Task Emails section, do the following:

    • When users are assigned to read or complete content items (documents, assessments, campaigns), they are immediately sent emails informing them of their task assignments. If the tasks include due dates, users also receive emails as soon as the tasks become overdue. To keep these initial task email notifications from being sent, select either or both Suppress initial notifications for all users and Suppress initial overdue notifications for all users.

    • If you create a new user but that user won't be actively using Policy & Procedure Management for a time (such as a new hire starting in two weeks), in the Suppress new users' initial read/complete task emails for field, you can type a number of days from today that you want individual task emails suppressed for new users. (Task summary emails, if enabled, will continue to be sent. Only individual task emails will be suppressed.)

      Note: If task summary emails are enabled, task assignment information will continue to be included in task summary emails.

  6. In the Overdue Task Emails section, do the following:

    • Send Escalation Summary Emails is enabled by default, which means that emails are sent on the specified schedule whenever there are overdue workflow tasks, such as reviewing, approving or reading a document. The emails are sent to the content item owners with any overdue tasks and to managers of users with overdue read/complete tasks. To disable this option, clear the Enabled check box.

    • For Starting At, using a 24-hour time format (for example, 13:00 = 1:00 PM), type the time of day you want overdue task summary emails sent.

    • For Send on selected day(s), Select All is enabled by default, which means that emails are sent every day of the week. To disable this option, clear the Select All check box and then select a day or days of the week on which you want the emails sent.

      Note: By default, overdue task emails are sent only to the document owners, assigned proxy authors, and the assignees' managers.

  7. Click Save.