Customizing Automated Emails (Assessment Manager)

Assessment Manager allows you to customize the content of all automatically generated emails, such as those that it sends to Respondents, Approvers and other Assessment stakeholders on numerous occasions.

If you want to stop sending automated emails in a certain specific case, go to the Admin section (1), and then click Email Templates (2). To the right of the custom email template, click on the ellipsis menu (3), and then select Use TrustArc (4).

NOTE: You must have Administrator Role privileges defined on the “Add User” page in order to see the “Admin” item in the main menu.

Below is a list of Assessment Manager email notifications.

Email notification	Recipient(s)	Description
Acceptance Assessment Owner	Assessment Owner, Approvers (Task Assignees)	Deprecated. “Advance Workflow” emails are sent instead.
Advance Workflow	Assessment Owner, Approver(s)	This email is sent when an Assessment transitions to Survey Complete state. The assessment transitions to this state once all of its respondents submit their answers. For more information, see Assessment States.
Approval Approver	A single Approver in the chain of Approvers.	This email is sent when an Assessment transitions to Pending Approval state. It notifies the Approver(s) that their final approval is now required. NOTE: Approvers must not necessarily approve the Assessment in the order they are listed in the “Approvers” field on the “New Assessment” page. They can approve the survey at any time with no order.
Approval Completed Stakeholder	Assessment Creator, Assessment Owner, and Approver(s)	This email is sent after all Approvers approve the Assessment and all Tasks associated with the Assessment are marked as complete. It notifies Assessment stakeholders that the Assessment is now complete.
Approval Early Exit	Assessment owner	This Email Template is reserved for special use cases by the TrustArc support team.
Early Exit	Assessment owner, Approvers	This email is sent when Early Exit is triggered on an Assessment. For more information, see Adding an Early Exit.
Manual Task Assignee	Task Assignee	This email is sent to a Task Assignee when a manual Task is created. For more information, see Managing Assessment Tasks.
New Approver		Reserved for future use
No PI Processed		Reserved for future use
Question Comment	User tagged in a comment	This email is sent when someone adds a comment with a particular user tagged via [~username] in that comment. For more information, see Adding Comments and Attachments.  You can also review Answering Assessment Questions to learn more about how to tag users in comments added to Questions in a survey.
Remediation Tasks Assignee	Remediation Task Assignee	This email is sent when an Auto-Task is triggered based on a Respondent’s answer, but only when the Assessment transitions from Survey Complete to In Review state.  For more information, see Adding Auto Tasks.
Reminder Acceptance Reviewer		Deprecated.
Reminder Approval Approver	Approver(s)	This email is sent when an Assessment has automatic reminders configured in its Advanced Settings, and there is at least one outstanding approval.
Reminder Approval Early Exit	Assessment Owner	This email is sent when an Assessment has automatic reminders configured in its Advanced Settings, and there is at least one outstanding early exit approval. For more information, see Adding an Early Exit.
Reminder Manual Task Respondent	Task Assignee	This email is sent when a user manually created a Task with “Send Reminders” option checked in the “Create Task” window and the Task is not completed by its due date. For more information, see Managing Assessment Tasks.  NOTES:   If the Task is not associated with an Assessment, the reminders will be sent every 7 days by default.   If the Task is associated with an Assessment, that Assessment’s “Email reminder frequency” and “Start reminders” date from Advanced Settings will be used, if set. If not set, no reminders will be sent for the Tasks associated with such Assessments.
Reminder Survey Respondent	Respondent(s)	This email is sent when “Email reminder frequency” and “Start reminders” dates are configured in the Assessment Advanced Settings and the Respondent(s) have not completed the survey by “Start reminders” date.
Reminder Tasks Assigned	Task Assignee	This email is sent when “Email reminder frequency” and “Start reminders” dates are configured in the Assessment Advanced Settings and the Task Assignee has still not completed his/her Task. Unlike “Reminder Manual Task Respondent,” this email is sent for automatically generated Tasks that are associated with a given Assessment.
Survey Respondent	Respondent(s)	This email is sent to Respondents once the Assessment is published, i.e., transitioned from Open to Survey state. It requests the recipient to respond to the assigned Questions.
Survey Respondent Submitted Stakeholder	Approver(s)	This email notifies Approver(s) that a Respondent submitted his/her answers. When an Assessment has multiple Respondents, multiple emails are sent – one for each Respondent.
Survey Sections Reassigned Respondent	Respondent(s)	This email is sent when Assessment Sections are re-assigned to the new or existing Respondents. For more information, see Reassigning Assessment Sections.
Task Comment	User tagged in comment	This email is sent when a comment is added to a Task (excluding approval tasks) with a particular user tagged via [~username] in that comment. For more information on how to tag users in Task comments, see Assessment States.
Task Completed Stakeholder	Task Creator, Task Assignee, Assessment Creator	This email is sent when a Task is completed, i.e., once a Task assignee marks the Task as complete. For more information, see Managing Assessment Tasks. NOTE: If the Task is associated with an Assessment, the email is also sent to the Assessment Creator.
Bulk Project Publication Completed	Bulk Project Creator	This email is sent when a Constituent Project of a Bulk Project is published.
Auto Assessment	Assessment Creator	This email is sent when the Auto-assessment condition set to a specific survey section of the template is met.
Task Description	User tagged in a task description	This email is sent to the users tagged in the description field of the task.
Bulk Project CSV Upload Errors	Current user (CSV uploader)	This email is sent when a BulkProject CSV with errors is uploaded.   NOTE: The feature to upload the CSV file is not yet functional.
Auto-Email	NOT USED.	NOT USED.
Reassign Assessment Owner	New Assessment Owner, Previous Assessment Owner	This email is sent after the assessment owner reassigned the Assessment Owner role to a new system user.   NOTES: If the “Assessment Owner Change with Acceptance” setting is disabled (default), the new owner receives the notification email, but any action to confirm or approve the reassignment is no longer necessary.   If the “Assessment Owner Change with Acceptance” setting is enabled, the new owner receives the notification email and has to click the Accept Assessment Owner Reassignment button to approve the reassignment.
Assessment Owner	Assessment Owner	Deprecated.
Survey (Change UnderRequest)	Respondents	This email is sent when a request for survey change is done for an assessment(transitioned from In Review to Survey Change Request state).
Bulk Reassignment	Bulk reassignment respondent, Account admin who initiated the reassignment	This email is sent when bulk reassignment is triggered in Admin > Role Reassignment tab.
Reminder Revalidation	Respondents, Assessment Owner, Approvers	This email is sent when an Approved Assessment has automatic reminders configured in Admin > Account Configurations > Revalidation Settings leading to the cloning of the Assessment as scheduled.
Revalidation Email	Respondents, Assessment Owner, Approvers	This email is sent after the previously approved Assessment is automatically cloned as scheduled. This is designed for organizations that conduct Privacy Impact Assessment (PIA) on an annual basis.
Manual Task Reopened	Task Assignee	This email notification is sent after the manual task is reopened.
Remediation Task Reopened	Task Assignee	This email notification is sent after the remediation task is reopened.

The screenshots below show some examples of the default Email Templates.

Default “Survey Respondent” Template

This email is sent to Respondents once the Assessment is published, i.e., transitioned from Open to Survey state. It requests the recipient to respond to the assigned Questions.

Default “Survey Submitted Stakeholder” Template

This email notifies Approver(s) that a Respondent submitted his/her answers. When an Assessment has multiple Respondents, multiple emails are sent – one for each Respondent.

Default “Task Completed Stakeholder” Template

This email is sent when a Task is completed, i.e., once a Task assignee marks the Task as complete. See Managing Assessment Tasks for more information.

Default “Approval Approver” Template

This email is sent when an Assessment transitions to Pending Approval state. It notifies the Approver(s) that their final approval is now required.

Default “Approval Completed Stakeholder” Template

This email is sent after all Approvers approve the Assessment and all Tasks associated with the Assessment are marked as complete. It notifies Assessment stakeholders that the Assessment is now complete.