Email Notification Levels

You have been assigned to own new documents

Document control administrator assigns an owner to a document.

You have been assigned to proxy new documents

Document owner or document control administrator assigns a proxy author to a document.

Submit for review needed: "[document title]"

Assigned proxy author requests a document be submitted for review.

Link update needed: "[document title]"

A document linked to from within a document is replaced by a new version of that document or by a different document.

Your "[document title]" document expires on [periodic review due date].

The current date is within the warning period of a document assigned a periodic review interval.

[escalation label] (Due: [due date]) Writing collaboration required: [document title]

A document with assigned writers is submitted to writing.

[escalation label] (Due: [due date]) Review required: "[document title]"

A document with assigned reviewers is submitted to review.

[escalation label] (Due: [due date]) Approval required: "[document title]"

All reviewers accept a document or a document is forced to the approval status from the draft, collaboration, or review status.

[escalation label] (Due: [due date]) Required to read: "[document title]

A document is approved and published or a document is approved and moved to pending status when it has been assigned a future publication date and the "Require reading before publication" option has been selected in the template.

The document owner [document owner's name] has been deactivated or changed positions.

A document's owner is deleted or has the document owner role removed.

Approved version modified: "[document title]"

A document control administrator used the Edit in Current State feature to make changes to an approved document (in the pending or published status).

Document replacement intent: "[document title]"

When a document is created, it is set to replace one or more other documents, and then it is moved out of draft or collaboration status to the review, approval, pending, or published status.

Document Owner Escalations

The due date has past for a writer's, reviewer's, approver's, or reader's unfinished task.

No revision necessary: "[document title]"

A document owner, proxy author, or document control administrator clicks No Revision Required in a published document.

PolicyTech Tasks Summary

The scheduled date and time set for sending out task summary notifications has arrived. (Sent only if a document control administrator has scheduled and enabled task summary emails in Email Settings.)

[discussion title]: "[document title]"

A user starts a new discussion in a document or replies to an existing one.

Writer(s) completed: "[document title]"

Last assigned writer clicks "Finished Writing."

Approved: "[document title]"

All required approvers take action on the document and accept it.

Sent to approval: "[document title]"

All required reviewers take action on a document and accept it.

Level [integer] review complete: "[document title]"

All required reviewers on a specific level take action on a document (see Working with Levels for more information about levels).

[writer's name] finished writing: "[document title]"

A writer clicks Finished Writing.

[reviewer's name] reviewed: "[document title]"

A reviewer accepts, revises, or declines a document.

[approver's name] reviewed: "[document title]"

An approver accepts, revises, or declines a document.