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Working with Notification Emails

If you are assigned any task for a document or questionnaire, 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. See Notification Lists below for descriptions of the notifications you could receive.

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. See Using the Messages Inbox for details.

If you receive a notification email, do the following:

Find and open the email in your organization's email system. The notification serves one of the following purposes:

Tells you what task you've been assigned and the document/questionnaire you need to perform the task on, as shown in the sample email below.

Provides you with information about a task assignment or document/questionnaire you own.

To open a referenced document/questionnaire, click its title.
If applicable, perform your task, and then take the appropriate action to indicate that the task is done. The lists below refer you to topics with instructions about performing assigned tasks.

Notification Lists

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

Notes:

Several factors determine which of all possible email notifications applicable to your role you will receive. These factors include your own email subscription settings (see My Profile: Email Subscriptions Tab), system-wide email settings controlled by the administrator, and document/questionnaire-specific notification settings (see Optional Settings).
The following tables show the default text for email subjects. The subjects of emails you receive may be different, because that text can be modified by an administrator.

For All Roles

Email Name & Default Subject	Description	Help Topic Links
Name: Summary of Incomplete Tasks Subject:PolicyTech tasks summary	Sent to task assignees on the configured interval with a list of all incomplete tasks.	Working with My Tasks
Name: New Discussion Subject:New discussion: "[Discussion Title]" for "[Document Title]"	Sent to designated recipients when a discussion is started.	Working with Discussions
Name: Discussion Reply Posted Subject:Discussion reply: "[Discussion Title]" for "[Document Title]"	Sent to designated recipients when a discussion reply is posted.	Working with Discussions

Email Name & Default Subject

Description

Help Topic Links

Name: Summary of Incomplete Tasks

Subject:PolicyTech tasks summary

Sent to task assignees on the configured interval with a list of all incomplete tasks.

Working with My Tasks

Name: New Discussion

Subject:New discussion: "[Discussion Title]" for "[Document Title]"

Sent to designated recipients when a discussion is started.

Working with Discussions

Name: Discussion Reply Posted

Subject:Discussion reply: "[Discussion Title]" for "[Document Title]"

Sent to designated recipients when a discussion reply is posted.

Working with Discussions

For Assignees

Email Name & Default Subject	Description	Help Topic Links
Name: Read/Complete Task Notification Subject: Required to read or complete: "[Document Title]"	Sent to users assigned to read a document or complete a questionnaire.	Reading a Required Document, Completing a Questionnaire
Name: Read/Complete Task Suspended Subject: No longer required to read or complete: "[Document Title]"	Sent when a document or questionnaire moves to a different workflow status, causing a reading/completion task to be suspended.	Not applicable. No action required.

Email Name & Default Subject

Description

Help Topic Links

Name: Read/Complete Task Notification

Subject: Required to read or complete: "[Document Title]"

Sent to users assigned to read a document or complete a questionnaire.

Reading a Required Document, Completing a Questionnaire

Name: Read/Complete Task Suspended

Subject: No longer required to read or complete: "[Document Title]"

Sent when a document or questionnaire moves to a different workflow status, causing a reading/completion task to be suspended.

Not applicable. No action required.

For Document Owners and Proxy Authors

Email Name & Default Subject	Description	Help Topic Links
Name: Action Required on a Draft Document Subject: Prepare and submit draft document: "[Document Title]"	Sent when a document owner task is assigned in the Settings step of the Properties Wizard.	Creating a Document, Creating a Questionnaire (Overview), Working with Documents in Review and Approval, Working with a Revised or Declined Document or Questionnaire
Name:Document Owner Assigned Subject: Your assignment to own one or more documents	Sent went a document owner assignment changes.	Creating a Document, Creating a Questionnaire (Overview), Working with Documents or Questionnaires in Review and Approval, Working with a Revised or Declined Document or Questionnaire
Name: Proxy Author Assigned (for proxy authors only) Subject: Your assignment as proxy author of one or more documents	Sent went a user is assigned as a document's or questionnaire's proxy author.	Creating a Document, Creating a Questionnaire (Overview)
Name: Submit a Document for Review upon Request (for document owners only) Subject: Submission for review requested: [Document Title]	Sent to the document owner when a proxy author requests that a document or questionnaire be submitted for review.	Submitting a Document or Questionnaire for Review
Name: Writing Complete Subject: Writing completed: "[Document Title]"	Sent when all assigned writers have finished and the document or questionnaire is ready to submit for review.	Submitting a Document or Questionnaire for Review
Name: Document Declined or Revised in Review Subject: Sent back to draft: "[Document Title]"	Sent when all assigned reviewers have completed their tasks and the document or questionnaire is sent back to draft.	Working with a Revised or Declined Document or Questionnaire
Name: Document Declined or Revised in Approval Subject: Sent back to draft: "[Document Title]"	Sent when all assigned approvers have completed their tasks and the document is sent back to draft.	Working with a Revised or Declined Document or Questionnaire
Name: Document Sent Back to Draft Subject: Sent back to draft: "[Document Title]"	Sent when an administrator uses the Send to Draft option.	Check with the administrator before deciding what to do next with this document.
Name: Periodic Review of Document Required Subject: Examine document that expires [Date]: "[Document Title]"	Sent when a periodic review of a document or questionnaire is due or near due.	Doing a Periodic Review and Creating a New Version
Name: Document Submitted for Periodic Review Subject: Due for periodic review: "[Document Title]"	Sent when another user has submitted a document or questionnaire for periodic review.	Doing a Periodic Review and Creating a New Version
Name: Check Document Link Subject:Document link may need to be updated: "[Document Title]"	Sent when a link in a document needs to be checked.	Updating Document Links
Name: Document Replacement Pending Subject:Document replacement pending: "[Document Title]"	Sent when another user has set one of the owner's/proxy author's documents to be replaced.	Reviewing a Document or Questionnaire
Name: Document Edited in Its Current State Subject:Approved document modified: "[Document Title]"	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: Master Document Edited in Its Current State (possible only if Localization Workflow Module has been enabled) Subject:Approved document modified: "[Document Title]"	Sent to document owners and proxy authors of localized copies when the master document 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 master document changes, and then make changes to your copy as needed (see Working with Compare/Replace Options. 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 Questionnaire Back to Draft). If your localized copy has already been approved, contact your administrator for help with updating it.
Name: Document Set as Approved Subject:Set as approved: "[Document Title]"	Sent when an administrator sets a document or questionnaire as approved.	Not applicable. Contact the person named in the email with questions or concerns.
Name: No Revision Necessary Subject:No revision necessary: "[Document Title]"	Sent to the assigned proxy author when a document or questionnaireis due for review and the document owner specifies that no revision is necessary. If an administrator specifies that no revision is necessary, the document owner will also be notified.	Not applicable. Contact the person named in the email with questions or concerns.
Name: Writer Task Complete Subject:[Full Name] finished writing: "[Document Title]"	Sent when an assigned writer clicks Finished Writing.	Not applicable. No action required.
Name:Reviewer Task Complete Subject:[Full Name] reviewed: "[Document Title]"	Sent when an assigned reviewer accepts, declines, or revises a document, or accepts or declines a questionnaire.	Not applicable. No action required.
Name: Review Level Complete Subject:Level [Level Number] review completed: "[Document Title]"	Sent when all required reviewers on a specific level have accepted the document or questionnaire and a subsequent review level exists.	Not applicable. No action required.
Name: Review Cycle Complete - Document Moved to Approval Subject:Sent to approval: "[Document Title]"	Sent when a document or questionnaire is accepted by all required reviewers and moved to approval.	Not applicable. No action required.
Name: Approver Task Complete Subject:[Full Name] reviewed: "[Document Title]"	Sent when an assigned approver accepts, declines, or revises a document, or accepts or declines a questionnaire.	Not applicable. No action required.
Name: Approval Level Complete Subject:Level [Level Number] approval complete: "[Document Title]"	Sent when all required approvers on a specific level have accepted the document or questionnaire and a subsequent review level exists.	Not applicable. No action required.
Name: Approval Cycle Complete - Document Approved Subject:Approved: "[Document Title]"	Sent when a document or questionnaire is accepted by all required approvers and moved to published or pending.	Not applicable. No action required.
Name: Escalation Summary for Document Owners and Proxy Authors Subject:Documents with overdue tasks	Sent on the configured interval with a list of overdue writing, review, approval, and reading tasks.	Not applicable. Follow up with task assignees as required.

For Writers

Email Name & Default Subject	Description	Help Topic Links
Name: Writer/Collaborator Task Notification Subject:Writing collaboration required: "[Document Title]"	Sent to users assigned as writers on a document or questionnaire.	Collaborating on (Helping to Write) a Document or Questionnaire (for assigned writers)
Name: Collaboration Task Suspended Subject:No collaboration required: "[Document Title]"	Sent when a document or questionnaire moves to a different workflow status, causing a collaboration task to be suspended.	Not applicable. No action required.

Email Name & Default Subject

Description

Help Topic Links

Name: Writer/Collaborator Task Notification

Subject:Writing collaboration required: "[Document Title]"

Sent to users assigned as writers on a document or questionnaire.

Collaborating on (Helping to Write) a Document or Questionnaire (for assigned writers)

Name: Collaboration Task Suspended

Subject:No collaboration required: "[Document Title]"

Sent when a document or questionnaire moves to a different workflow status, causing a collaboration task to be suspended.

Not applicable. No action required.

For Reviewers

Email Name & Default Subject	Description	Help Topic Links
Name: Reviewer Task Notification Subject:Review required: "[Document Title]"	Sent to users assigned as reviewers on a document or questionnaire.	Reviewing a Document or Questionnaire
Name: Review Task Suspended Subject:No review required: "[Document Title]"	Sent when a document or questionnaire moves to a different workflow status, causing a review task to be suspended.	Not applicable. No action required.

Email Name & Default Subject

Description

Help Topic Links

Name: Reviewer Task Notification

Subject:Review required: "[Document Title]"

Sent to users assigned as reviewers on a document or questionnaire.

Reviewing a Document or Questionnaire

Name: Review Task Suspended

Subject:No review required: "[Document Title]"

Sent when a document or questionnaire moves to a different workflow status, causing a review task to be suspended.

Not applicable. No action required.

For Approvers

Email Name & Default Subject	Description	Help Topic Links
Name: Approver Task Notification Subject:Approval required: "[Document Title]"	Sent to users assigned as approvers on a document or questionnaire.	Approving a Document or Questionnaire
Name: Approval Task Suspended Subject:No approval required: "{{ Document Title }}"	Sent when a document or questionnaire moves to a different workflow status, causing an approval task to be suspended.	Not applicable. No action required.
Name: Document Edited in Its Current State Subject:Approved document modified: "[Document Title]"	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 Subject:No revision necessary: "[Document Title]"	Sent when a document or questionnaire is due for review and the document owner specifies that no revision is necessary.	Not applicable. Contact the person named in the email with questions or concerns.

For Managers

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

Email Name & Default Subject

Description

Help Topic Links

Name: Escalation Summary for Department Managers

Subject:Users with overdue reading tasks

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 & Default Subject	Description	Help Topic Links
Name: Document Reassignment Needed Subject:Reassign [Full Name]'s documents	Sent when a user assigned the Document Owner role: Is assigned a different job title. Is deactivated (archived). Is unassigned the document owner role.	Reassigning Document Owners
Name: Document Import Complete Subject:Document import complete	Sent when a requested document import is complete.	Not applicable. No action required.
Name: Document Export Complete Subject:Document export results	Sent when a requested document export is complete.	Not applicable. No action required.
Name: User Synchronization Results Subject:Automated user synchronization results	Sent to specified email addresses upon completion of a user synchronization.	Not applicable. No action required.
Name: User Synchronization Error Subject:Automated 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 Subject: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.