Email

The email reminders screen will allow the Risk Manager to set reminder emails for risk assessments that have yet to be undertaken. Users will receive an automated email reminder notification based on the specific criteria set up within this section for the risk/risk action or control.

You will need to create the email template (email body) prior to setting up the rules/criteria within this section.

STEP 1: Click the 'Email' tab.

Column	Description / Instructions
Email Time Frame	Select when (time frame) the email needs to be generated. There are two options to choose from (BEFORE or AFTER) the specific date that you are choosing in the options below: Review Date - Allows you to define the time frame as number of days before or after the review date entered in the risk assessment. Select before/after from the adjacent dropdown and define the number of days in the text box. For example, if you require the email to be sent to recipients 2 days prior to the review, select 'before' and enter number as '2'. Risk Creation: Selecting this option will send out an email upon creation of a risk. Risk Solution Creation: Selecting this option will send the email to the recipients on the day the risk action is created. Risk Solution Next Update: Selecting this option will send an email on the date when the next update date is set against a risk solution. Risk Solution End Date: Selecting this option will send an email on the date the risk solution is ending. Risk Solution Completed Date: Selecting this option will send an email on the date the risk solution is completing. Risk Rating Change: Selecting this option will send an email when a Risk Rating is changed for an assessment. Control Creation: Selecting this option will allow you to set up an email for when a new risk control is created and assigned. Control Owner Rating Change: Selecting this option will allow you to setup an email to be sent when the control rating changes. Control Authoriser Rating Change: Selecting this option will allow you to setup an email to be sent when the control Authoriser rating changes. Control Solution Creation: Selecting this option will allow you to setup an email to be sent when a new control solution is created. Control Solution Next Update: Selecting this option will allow you to setup an email to be sent around the control solution next update date (based on the frequency). Control Solution End Date: Selecting this option will allow you to setup an email to be sent around the control solution end date. Control Solution Completed Date: Selecting this option will allow you to setup an email to be sent around the control solution completion date.
Recipient	Tick the required boxes to generate reminders only for a particular role/s. 1. Risk Owner: The Risk Primary Responsible Officer only (does not include Secondary Responsible officers) 2. Business Unit Manager: · Strategic: Business Unit Responsible person. (Assessment > Team > Business Unit > Staff > Email) · Operational: Business Unit Responsible person. (Assessment > Team > Business Unit > Staff > Email) · Project: Business Unit Responsible person. (Assessment > Team > Business Unit > Staff > Email) 3. Director: · Strategic: Directorate Responsible person. (Assessment > Team > Business Unit > Business Unit Grouping > Responsible Person > Email) · Operational: Directorate Responsible person. (Assessment > Team > Business Unit > Business Unit Grouping > Responsible Person > Email) · Project: Directorate Responsible person. (Assessment > Team > Business Unit > Business Unit Grouping > Responsible Person > Email) ** Business Unit Manager and Director emails are generated only if the Team is linked. Please contact CAMMS to activate this for you if you need. 4. Risk Manager: Staff who has ‘Risk Manager’ or ‘Administrator’ role. 5. Solution Owner: Risk Action Responsible person. 6. Control Owner: Risk Control Owner person. 7. Control Authoriser: Risk Control Authoriser person. 8. Control Solution Owner: Risk Control Solution responsible person.
Email template	Drop down list of emails templates defined within Risk Settings>Email templates area will be displayed. Select the desired template for the reminder.
Risk Type	Tick the required boxes to generate reminders only for a particular risk type or for all risk types.
Risk Rating	Tick the required boxes to generate reminders only for risks that have the particular risk rating/s.
Risk Control Rating	Tick the required boxes to generate reminders only for risk controls that have the particular risk control rating/s.

STEP 2: Make all selections and click add . You may edit the email criteria at any stage, however as soon as you add this, the emails will start to generate from that date forward.

Last revised: September 23, 2018