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Creating/Editing IRM Email Templates

Email templates can be created by clicking the Add New button. Once selected, a new template opens up as shown below and Admin can edit this template. When Use default settings is selected in any of the five languages supported, TrustArc default templates in that particular language are created. When users delete custom email templates associated with intake forms, the system automatically reverts to the TrustArc default templates.

TrustArc Default Templates

By default, these are the following email templates:

  • Accept & Reject for 7 request types and All request types
  • Verification email to Data Subjects
  • Email to DPOs saying they have a new request
  • Email to @-mentioned user when there is an @-mentioned user in the comments
  • Approaching due dates email to DPOs
  • Due Date extension email to Data Subjects
  • Request Clarification email to Data Subjects

Email Template Fields

  • Email Template Name – Each email template must have a unique name for it.
     
  • Category – This outlines a list of different category types.
     
  • Language – This is the language of the email. 
     
  • Email Template Type – This is one of the email template types supported as detailed previously.
     
  • Resident of – Select which country the Data Subject is a resident of. If you manually select geographical area(s) from the drop-down list, IRM only includes that selection. If you select All geographical areas, IRM automatically includes the incoming jurisdictions that will be added in the future. 

    For the United Arab Emirates (UAE), users can submit requests at the country level (United Arab Emirates) or select a specific state (Dubai or Abu Dhabi). When only United Arab Emirates is selected, UAE Federal values apply. When Dubai or Abu Dhabi is selected, jurisdiction-specific values apply.
     
  • DS Type – Select the classification assigned to Data Subject. If you manually select data subject type(s) from the drop-down list, IRM only includes that selection. If you select All DS types, IRM automatically includes the incoming DS types that will be added in the future. 
     
  • Request Type – This is the Request Type to which an email is associated. Some email types will not have request types associated with them. If you manually select request type(s) from the drop-down list, IRM only includes that selection. Select All request types to enable IRM to automatically include incoming request types that will be added in the future.
     
  • Intake Form Reference – Email Templates can be associated with Intake Form to support templates per Brand. If no Intake form is selected, then the template applies to all intake forms. If you manually select intake form(s) from the drop-down list, IRM only includes that selection. If you select All intake forms, IRM automatically includes the incoming intake forms that will be added in the future. 
     
  • Custom From – This is the “From” email address shown in the email. The subdomain of the From field can be customized in the Settings page. For example, customers can set it to @<customername>.trustarc.com.
     
  • Reply To – This is the “reply to” for the email. If the recipient decides to reply to the email, this is the email they would be replying to. There are three options for Reply-To:
     
    • no-reply@trustarc.com – If this email is chosen for an Email Template, Data Subject will NOT be able to reply to the email IRM sends.
       
    • irm-reply@trustarc.com – If this email is chosen for an Email Template, Data Subject will be able to reply to the email IRM sends. Email replies by Data Subjects are recorded in the Email tab of the corresponding request. Email replies by IRM users or external stakeholders are recorded as comments in respective requests.
       
    • Custom – This will be an email inbox that IRM is not aware of. Data Subjects’ replies will be sent to this inbox.
       
  • Subject – This is the subject of the email. Use of “macros” will be allowed in the subject. For more on “macros” refer to macros below.
     
  • Logo – Admin can customize the logo in the email templates using several different options supported. “Default” option uses the default logo stored in the system. “Custom” option allows using an https link to the logo. The “Intake Form Logo” option allows customers to use the same logo used in the Intake Form across different brands. With this option, when an Email Template is sent out, IRM shows the logo from the corresponding Intake Form used to submit the Request in the email.
     
  • Message – This is the body of the email. Use of “macros” will be allowed in the email body. For more on “macros” refer to macros below.
     
  • Reset to TrustArc default – This will revert the email template to TrustArc default values.
     
  • Macros


    Macros as place holders in the email text that would be substituted with the actual values while sending that email. Each email template has its own set of macros that are supported. Below are the macros currently supported.
  • First Name – First name of the Data Subject or the user
  • Last Name – Last name of the Data Subject or the user
  • Company Name – Name of the Company.
  • Brand Name – This is the brand name as specified in the intake form.
  • Link To Request – This is a link to the request.
  • Resident Of – The country the Data Subject is a resident of.
  • Request ID – Unique identification number of the request.
  • Request Type – Type of the Request submitted. 
    For example: Access my Information
  • Request Date Created – Date when the request was created.
  • Request Assignee – Name of the Assignee.
  • Request Due in Days – Date when the request is due.
  • Data Subject Type – Classification assigned to Data Subject.
  • Data Subject Email – Email address of the customer.
  • Data Subject Name – Name of Data Subject.
  • Details of a Request – Detailed information regarding the request.
  • Download Link – Link to download an attachment or file.
  • Details of a Data Subject – Displays all the fields as submitted in the request by the Data Subject.
  • Closed Date – Date when request/task is closed.
  • Support Email – The Support email address
  • Supplementary Form Link – Link to access the supplementary form.
  • Details of Data Subject – Additional information related to the Data Subject.
  • Original Due in Days – The initial date the Due in Days is set.
  • Due in Extended Days – The date set for Due in Days extension.
  • Due in Date – The number of days in which the request needs to be completed.
  • Request Email Verification Expiration Date – Expiration date of the Request Email Verification.
  • Verification Link – A link sent to Data Subject to verify the email provided in the request.
  • Task Name – The name of the task.
  • Task Description – A quick summary of the task.
  • Task Details – Detailed description of the task.
  • Task Priority – Current task priority can be High, Medium, or Low.
  • Task Status –  Current task status can be All, Open, In Progress, and Complete.
  • Task Resolution – Description of the solution to a given task.
  • Task Due in Days – The number of days in which the task needs to be completed.
  • Link to Task – Link to access the given task.
  • JIRA / External ID – Task is tracked using an external ID or JIRA.
  • IT System – The IT System associated with the task.
  • Brand Support Email
  • Brand Privacy URL