Sustainability & Risk / Compliance / Compliance Program Manager
Sustainability & Risk / Compliance / Contract Manager

Adding and Editing Notification Templates for Programs, Requirements, Contracts, and Contract Terms

Your Business Process Owner for Compliance can define templates for the most commonly used notifications, and can also define universal templates that are sent for all compliance programs and requirements or contracts and contract terms. The notification templates that the business process owner defines, if they are not designated as universal templates, are available to you, as the Compliance Program Manager, when you are adding notifications for compliance programs, requirements, contracts, contract terms, or events.

Note: You can define notifications for compliance programs, requirements, contracts, or contract terms. The information in this topic applies to locations for all of these items.

However, sometimes after reviewing the universal templates and the templates available for assignment, you might determine that a new notification template is needed.

This topic includes the following sections:

• Viewing Existing Notification Templates
• Viewing Universal Templates
• Procedure: Adding New Notification Templates
• Editing Notification Templates

Note: If you need a template that varies slightly from an existing template, you can use the Copy As New feature to create a new template. See Creating New Notification Templates Based on an Existing Template.

Viewing Existing Notification Templates

Before deciding if a new notification template is needed, you should review the notification templates that have already been defined to evaluate if these templates meet your needs.

To review notification templates:

1. Select one of the following tasks. Select an item and then move to The Notification Templates tab.
   • Compliance Program Manager / Manage Compliance Programs
   • Compliance Program Manager / Manage Compliance Requirements
   • Contract Manager / Manage Contracts
   • Contract Manager / Manage Contract Terms
2. Click the link in the Notification Template Code column.

   The bottom pane shows the details for the notification template. If the template is assigned to any other program, contract, requirement or contract term, the bottom pane is in read-only format to prevent changes to a template that will inadvertently affect other items. In this situation, the only way to edit the template is using the Manage Notification Templates task, where you can easily see how many items the template is assigned to before making a change.

   If the template is not assigned to any item, or is assigned only to the current item you are working with, then the bottom pane allows editing of the template.

Viewing Universal Templates

If your organization determines that certain notifications are needed for all events, the business process owner can define these universal templates. Universal templates are specific notifications that are always sent to selected people for all events if the triggering conditions are met. The universal templates the business process owner defines are inherited by all new programs and their requirements.

For example, a universal notification template could be created to always enforce that the Compliance Manager receives a notification when an event is past its required date by a week or more and is not completed. You will often set up multiple universal templates to send notifications at critical event statuses or dates, such as when an event is missed or overdue.

Universal templates do not have a Compliance Program Code or Requirement Code associated with them; to act as a universal template, the template cannot be associated with a specific program or requirement. For this reason, universal templates are not available to Compliance Program Managers when they manage notifications. Compliance Program Managers can, however, view the universal templates so that they understand the notifications that are being sent, and can determine if they need to create or assign additional notifications.

To view universal templates

1. Access one of the following tasks and select the Notification Templates tab:
   • Compliance Program Manager / Manage Compliance Program
   • Compliance Program Manager / Manage Compliance Requirements
   • Compliance Program Manager / Manage Notification Templates
   • Contract Manager / Manage Contracts
   • Contract Manager / Manage Contract Terms
2. Click View Universal Templates.

   The View Universal Templates pop-up window shows all universal templates defined for your programs and requirements,

3. Click View in the row for a template.

   The bottom pane, shows details for that universal template, such as triggering conditions, subject line, and Notification Body ID.

Procedure: Adding New Notification Templates

Note: When you assign a notification template to a compliance program, contract, contract term, or requirement, the notification is applied to newly generated events. To apply the template to future events that are already generated, the events must be re-generated. See To Generate or Regenerate Events

To define a notification template:

1. Access one of these tasks:

   Task	Task Description	Steps
   Manage Compliance Programs   Manage Contracts	Associate notification templates with a program or contract when working with it.	Select the task. If needed, use the Filter console to locate the program or contract by entering filter criteria and clicking Show. Click Select in the row for the program or contract. Select the Notification Templates tab. Click Add New in the top pane. The Define Notification Template form appears.
   Manage Compliance Requirements Manage Contract Terms	Associate notification templates with a requirement or contract term when working with it.	Select the task. If needed, use the Filter console to locate the requirement or contract term by entering filter criteria and clicking Show. Click Select in the row for the requirement or contract term. Select the Notification Templates tab. Click Add New in the top pane. The Define Notification Template form appears
   Manage Notification Templates	Add a new notification template and assign it to a program or requirement. Note: From this task, you can also bulk assign notification templates. See Bulk Assign Notifications.	Select Manage Notification Templates. Click Add New in the Select Notification Template to Manage pane. The Define Notification Template form appears.

2. In the Define Notification Template form, enter the following required information:

   Notification Template Code: Enter a unique name for the template. The name should clearly identify when to use this template.

3. Enter the following optional information to help organize and identify the template:

   Notification Category	Select a category for the template. Compliance Program Managers can locate templates by their category. For example, enter "Missed Events" to describe a notification template for missed events.
   Template Description	Describe what this template is used for - for example, "Notification Template for reminders for missed events."

4. Define the Notification Content by selecting the following in the Notification Content section:

   Do one of the following to select the subject line:

   • Select the Notification Subject ID from the list to select the pre-defined subject line. You defined this content in Step 2.
   • Or, to enter a custom subject line for the template, type the subject line in the Notification Subject Line field.

   To select the body message, select the Notification Body ID from the list to select the pre-defined message body content. Your Business Process Owner defines these generic messages.

5. Select the Notification Recipients: In the Notification Recipients section:

   Add Employees: Click the Add Employees button, select employees from the pop-up window, and click Save Selected. The email addresses for the selected employees appear in the Recipient's Email Addresses box.

   Type in an email address: If needed you can type an email address in the box, separating the addresses in the list using a semicolon.

   Note: If there are groups of employees that you typically choose as recipients, you can have your email administrator set up an email group that you can use for notifications. You can then type the email address for the group (as configured by your email administrator) in the email addresses box, or add that email group to your employees table for easy selection from the pop-up window.

6. Define the Notification Condition and Recurrence: In the Notification Condition and Recurrence section, enter the following:

   Event Trigger Date	Set the date that the trigger condition is based on. You can select the event's Date Scheduled Start, Date Scheduled End, or Date Completion Required.
   Send Before/After Trigger Date	Select whether this notification occurs before or after the selected Event Trigger Date. You can also select None if this is not applicable to your condition.
   Days Before/After Trigger Date To Send	Enter the number of days before or after the trigger date to send the notification. For example, to send a notification 10 days before the Date Scheduled Start, enter 10. the number of days is applied before or after the trigger date depending on whether you select Before or After from the Send Before/After Trigger Date list.
   Send if Event Status is	From the list, select the status that triggers the notification being sent. For example, select 'Not Started' to send a notification before an event has begun. The following shows the Event Statuses that map to the Triggering Statuses you can select: Triggering Status Matching Event Status Started In-Progress, Completed, Completed and Verified, or Closed. Not Started Any status except In-Progress, Completed, 'Completed and Verified', or Closed Cancelled Cancelled Stopped Stopped On-Hold In Process - On-Hold Completed Completed, 'Completed and Verified', or Closed Not Completed Any status except Completed, 'Completed and Verified', or Closed Verified 'Completed and Verified' or Closed Not Verified Any Status except 'Completed and Verified' or Closed. Closed Closed Not Closed Any status except Closed
   Resend Notification Every (Days)	Enter the number of days between notifications being sent. Leave this field blank if you want the notification sent only once, the first time the trigger conditions are met.
   Maximum Notifications to Send	Enter the maximum number of notification to be sent. Notifications are sent until the Event Status changes, or until the maximum number of notifications has been sent, whichever occurs first. If you do not enter a maximum number, notifications are sent until the Event Status changes.

7. Click Save.

   The notification template will be active for newly generated events for this program. To apply this template to future events that are already generated for a program, the events must be re-generated. See To Generate or Regenerate Scheduled Events.