For Data Subjects
- Failed identity verification – When enabled, an email is sent to the Data Subject indicating that identity verification has failed.
- Closing request due to unverified email – When enabled, a Failed Verification email is sent to the Data Subject when the request is closed due to unverified email.
- Reminder to verify email or verify identity or provide supplemental data – When enabled, admins can set how often reminders to do email verification or to fill supplemental form sent to the data subjects.
- Success email verification – When enabled, an email is sent to the Data Subject indicating that their email verification is successful.
- Request creation – When enabled, an email is sent to the Data Subject indicating that a request has been received and created.
- Return email when a data subject replies to an email after X days after closing the request – This setting accompanies a setting of ‘number of days’. When enabled, Data Subject’s email replies will not be processed if they are sent ‘x’ days after the request is closed. Data Subject receives an email notification stating that their email was not processed.
- Send Auto Extension Notification – This checkbox allows administrators to control whether an email notification is sent to the Data Subject when a request is automatically extended. The option is enabled by default to maintain existing notification behavior. When this checkbox is cleared, the system will apply the automatic extension without sending an email notification to the Data Subject.
Request Notification for Internal Users
- Verified Requests notification to assignees – This feature is hardcoded in IRM. Notifications are sent to assignees of a Request when that request completes identity and email verifications and goes to IN PROGRESS status.
- Verified Requests notification to admins – When enabled, IRM will send an email notification to admins when a request is verified and goes into IN PROGRESS status in the system.
- Newly Created Requests notification to assignees – When enabled, IRM will send an email notification to request assignees when a request is created in the system.
- Newly Created Requests notification to admins – When enabled, the IRM system will send an email notification to all Admins whenever a new request is created in the system.
- Pending Manual Verification notification to assignees – When enabled, IRM will send an email notification to request assignees if manual verification is pending. There are two options for this notification: CREATED REQUEST and COMPLETED OTHER VERIFICATIONS. If CREATED REQUEST option is selected, notification is sent to request assignees when a request with manual verification enabled is created in IRM. If the COMPLETED OTHER VERIFICATIONS option is selected, the notification is sent when only manual verification is pending and other verifications such as identity or email verifications are completed.
- Pending Manual Verification notification to admins – When enabled, IRM will send an email notification to admins if manual verification is pending. This notification has two options: CREATED REQUEST and COMPLETED OTHER VERIFICATIONS. If the CREATED REQUEST option is selected, notification is sent to admins when a request with manual verification enabled is created in IRM. If the COMPLETED OTHER VERIFICATIONS option is selected, the notification is sent to admins when only manual verification is pending and other verifications such as identity or email verifications are completed.
- Change of Assignees on a Request – When enabled, a notification is sent to new assignees when assignees are changed on a request.
- Approaching due date notification to Admins for Requests – IRM system can send a notification to Admins when the due date is approaching for a request. Email notifications can be sent when a request is due 7 days, 1 day, and on the day the request is due. The Due Date is in the past checkbox is disabled by default. When enabled, IRM sends notifications for all open requests and tasks with Open and In Progress status if the due date is in the past. IRM will also send the notifications if the request status is Unverified and Verified. However, for unverified requests, if the user resets the Due In Days when the status is set to Verified, IRM will stop sending notifications. IRM sends a daily notification until the user disables the notification for Due Date is in the past, or when the task or request is closed or completed.
- Approaching due date notification to Assignees for Requests – IRM system can send a notification to Assignee when the due date is approaching for a request. Email notifications can be sent when a request is due 7 days, 1 day, and on the day the request is due. The Due Date is in the past checkbox is disabled by default. When enabled, IRM sends notifications for all open requests and tasks with Open and In Progress status if the due date is in the past. IRM will also send the notifications if the request status is Unverified and Verified. However, for unverified requests, if the user resets the Due In Days when the status is set to Verified, IRM will stop sending notifications. IRM sends a daily notification until the user disables the notification for Due Date is in the past, or when the task or request is closed or completed.
- Email to Assignees upon email from Data Subject – when enabled, a notification is sent to assignees when the Data Subject replies to an email.
NOTE: When the “Auto-reopen closed request on Data Subject reply” setting is enabled, a configurable option is available to notify the original assignee when a closed request is automatically reopened.
This notification option is disabled by default. If enabled, the system sends a notification when the request status changes from Closed to In Progress. Notifications are not sent when auto-reopen is disabled or when requests are reopened manually.
- Task Completed Notification to Request assignees – When enabled, a notification is sent to request assignees when a new task attribute changes.
- All Tasks Completed for a Request – When enabled, a notification is sent to request assignees when all tasks are completed.
Request and Task Setting
When a feature is enabled in this section, you can select which user will receive the notification: Internal Users, External Users, or Both.
- Mentions – When enabled, a notification is sent to users every time they are mentioned in a page comment of a Request or Task.
- New Comments – When enabled, a notification is sent to assignees when there is a new comment in a Task or Request.
- New Attachments – When enabled, a notification is sent to assignees when a new attachment is uploaded in a Task or Request.
Tasks
When a feature is enabled in this section, you can select which user will receive the notification: Internal Users, External Users, or Both.
- New Tasks – When enabled, a notification is sent to tasks assignees when a new task is added.
- Task Change Notification to Task assignees – When enabled, a notification is sent to tasks assignees when a task attribute is changed.
- Approaching due date email notification to Task Assignees – IRM system can send notifications to Task Assignees when the due date is approaching for a task. Email notifications can be sent when a request is due 7 days, 1 day, and on the day the request is due.
Subtasks
When a feature is enabled in this section, you can select which user will receive the notification: Internal Users, External Users, or Both.
- New subtasks – When enabled, a notification is sent to assignees when a new subtask is added.
- Subtask change notification to subtasks assignees – When enabled, a notification is sent to subtasks assignees when a task attribute is changed.
NOTE: Admins can use the Activity Log to track configuration changes made in the Settings page. The Activity Log records actions such as enabled, disabled, and updated activities, including the affected setting, the user who performed the action, and the date and time of the update. Admins can search, filter, sort, and export Activity Log records in CSV format as well.