About Notification Emails

If you are assigned any task for a content item, you will receive a notification email when it is time to perform that task. You will also receive notifications if one of your tasks includes a due date and the task becomes overdue.

Important: You will receive notification emails only if the administrator has both set up PolicyTech to send out emails through your organization's email system and has included your email address in your user profile. If this is not the case, the task notifications are posted to the PolicyTech Inbox.

This sample email tells you what task you have been assigned and the content item (document, assessment, or campaign) you need to perform the task on.
This sample email provides you with information about a task assignment or content item you own.

Notification Lists

Several factors determine which of all email notifications applicable to your role you will receive. These factors include your own email subscription settings, system-wide email settings controlled by the administrator, and content item-specific notification settings.

The tables below show what notifications users with each role might receive and links to topics that explain how to act on those notifications.

For All Roles

Email Name	Description	Reference Topic
Name: Summary of Incomplete Tasks	Sent to task assignees on the configured interval with a list of all incomplete tasks.	Working with My Tasks
Name: New Discussion	Sent to designated recipients when a discussion starts.	Starting a Discussion
Name: Discussion Reply Posted	Sent to designated recipients when a discussion reply is posted.	Viewing a Discussion

For Assignees

Email Name	Description	Reference Topic
Name: Read/Complete Task Notification	Sent to users assigned to read a document or complete an assessment or campaign.	Completing a Campaign
Name: Read/Complete Task Suspended	Sent when a content item moves to a different workflow status, causing a reading/completion task to be suspended.	Not applicable. No action required.

For Document Owners, Assessment Owners, Campaign Owners, and Proxy Authors

Email Name	Description	Reference Topic
Name: Action Required on Draft Content	Sent when an owner task is assigned in the Settings step of the Properties Wizard.	Working with a Revised or Declined Document or Assessment
Name: Owner Assigned	Sent when an owner assignment changes.	Creating a Document, Creating an Assessment, Creating a Campaign
Name: Proxy Author Assigned (for proxy authors only)	Sent when a user is assigned as a content item's proxy author.	Creating a Document, Creating an Assessment, Creating a Campaign
Name: Submit Content for Review upon Request (for owners only)	Sent to the owner when a proxy author requests that a content item be submitted for review.	Submitting a Document or Assessment for Review
Name: Writing Complete	Sent when all assigned writers have finished, and the content item is ready to submit for review.	Submitting a Document or Assessment for Review
Name: Content Declined or Revised in Review	Sent when all assigned reviewers have completed their tasks and the content item is sent back to draft.	Working with a Revised or Declined Document or Assessment
Name: Content Declined or Revised in Approval	Sent when all assigned approvers have completed their tasks and the content item is sent back to draft.	Working with a Revised or Declined Document or Assessment
Name: Content Sent Back to Draft	Sent when an administrator uses the Send to Draft option.	Check with an administrator before deciding what to do next with this content item.
Name: Periodic Review Required	Sent when a periodic review of a content item is due or near due.	Doing a Periodic Review
Name: Content Submitted for Periodic Review	Sent when one user has submitted another owner's/proxy author's content item for periodic review.	Doing a Periodic Review
Name: Check Content Link	Sent when a link in a document needs to be checked.	Updating Document Links
Name: Content Replacement Pending	Sent when another user has set one of the owner's/proxy author's documents to be replaced.	Reviewing a Document or Assessment
Name: Content Edited in Its Current State	Sent when an administrator edits an approved document in its current state (without going through another review and approval process).	Not applicable. Contact the person named in the email with questions or concerns.
Name: Primary Edited in Its Current State (possible only if Localization Workflow Module is enabled)	Sent to owners and proxy authors of localized copies when the original is modified in its current state (as opposed to creating a new version).	If your localized copy is still in draft, use Compare/Replace to identify original changes, and then make changes to your copy as needed. If your localized copy is in review or approval, you can send it back to draft to make the needed changes (see Sending a Document or Assessment Back to Draft). If your localized copy has already been approved, contact your administrator for help with updating it.
Name: Content Set as Approved	Sent when an administrator sets a content item as approved.	Not applicable. Contact the person named in the email with questions or concerns.
Name: No Revision Necessary	Sent to the assigned proxy author when a content item is due for review and the owner specifies that no revision is necessary. If an administrator specifies that no revision is necessary, the owner will also be notified.	Not applicable. Contact the person named in the email with questions or concerns.
Name: Writer Task Complete	Sent when an assigned writer clicks Finished Writing.	Not applicable. No action required.
Name: Reviewer Task Complete	Sent when an assigned reviewer accepts, declines, or revises a content item.	Not applicable. No action required.
Name: Review Level Complete	Sent when all required reviewers on a specific level have accepted the content item and a subsequent review level exists.	Not applicable. No action required.
Name: Review Cycle Complete - Document Moved to Approval	Sent when a content item is accepted by all required reviewers and moved to approval.	Not applicable. No action required.
Name: Approver Task Complete	Sent when an assigned approver accepts, declines, or revises a content item.	Not applicable. No action required.
Name: Approval Level Complete	Sent when all required approvers on a specific level have accepted the content item and a subsequent review level exists.	Not applicable. No action required.
Name: Approval Cycle Complete - Content Approved	Sent when a content item is accepted by all required approvers and moved to published or pending.	Not applicable. No action required.
Name: Escalation Summary for Owners and Proxy Authors	Sent on the configured interval with a list of overdue writing, review, approval, and reading/completion tasks.	Not applicable. Follow up with task assignees as required.

For Writers

Email Name	Description	Reference Topic
Name: Writer/Collaborator Task Notification	Sent to users assigned as writers on a content item.	Collaborating on Content
Name: Collaboration Task Suspended	Sent when a content item moves to a different workflow status, causing a collaboration task to be suspended.	Not applicable. No action required.

For Reviewers

Email Name	Description	Reference Topic
Name: Reviewer Task Notification	Sent to users assigned as reviewers on a document or assessment.	Reviewing a Document or Assessment
Name: Review Task Suspended	Sent when a content item moves to a different workflow status, causing a review task to be suspended.	Not applicable. No action required.

For Approvers

Email Name	Description	Reference Topic
Name: Approver Task Notification	Sent to users assigned as approvers on a content item.	Approving a Document or Assessment
Name: Approval Task Suspended	Sent when a content item moves to a different workflow status, causing an approval task to be suspended.	Not applicable. No action required.
Name: Content Edited in Its Current State	Sent when an administrator edits an approved document in its current state.	Not applicable. Contact the person named in the email with questions or concerns.
Name: No Revision Necessary	Sent when a content item is due for review and the owner specifies that no revision is necessary.	Not applicable. Contact the person named in the email with questions or concerns.

For Managers

Email Name	Description	Reference Topic
Name: Escalation Summary for Department Managers	Sent on the configured interval to the manager of users with overdue reading/completion tasks.	Not applicable. Follow up with task assignees as required.

For Administrators

Email Name	Description	Reference Topic
Name: Content Reassignment Needed	Sent when a user assigned the Document Owner, Assessment Owner, or Campaign Owner role: Is assigned a different job title. Is deactivated (archived). Is unassigned the owner role.	Check with an administrator before deciding what to do next with this content item.
Name: Document Import Complete	Sent when a requested document import is complete.	Not applicable. No action required.
Name: Document Export Complete	Sent when a requested document export is complete.	Not applicable. No action required.
Name: User Synchronization Results	Sent to specified email addresses upon completion of a user synchronization.	Not applicable. No action required.
Name: User Synchronization Error	Sent to specified email addresses when an unexpected error occurs during a user synchronization.	Not applicable. Fix the error described in the email.
Name: Insufficient Licenses	Sent when a user attempts to log in and one of the following is true: More corporate or third-party users exist in PolicyTech than are allowed by the registration code. The maximum number of allowed concurrent users has been reached.	Not applicable. Update your license, archive users, or inform users that they must wait until someone has logged out and freed up a concurrent license.