Notifications overview
6clicks includes both in-app and email notifications that, when triggered by specific actions, notify users or groups associated with the change to the record.
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Overview
- Notifications by module type
Overview
6clicks provides notifications via email and in-app as records are added or otherwise updated. They are triggered by the state of the record at that instant and sent to recipients, whether individuals or groups, associated with that record at that time. The following list is not comprehensive but provides an overview of the possible notification types and recipients.
For information on the distinction between owners and access members on a record and when they are notified, please refer to this article: Record owner vs access member,
Default notification recipients
| Owners | Owners set as groups expand to every member of that group. |
| Assignee | Whoever the work is assigned to — not the owner of the record it sits on. |
| Actor | The person who performed the action, or the person it was performed on. Confirmations rather than alerts. |
| Mentions | Sent to individuals or groups named in a comment. Mentioned groups expand to members. |
| Configured | A list chosen when the action was set up, e.g., approvers on a workflow stage |
| External | Referred to as a third-party respondent; someone who does not have general user access to the application |
Notifications by type
Assessments
Owners and respondents are notified with changes on the assessment status and upon being assigned an assessment or reminded of a due date.
Owners are notified:
| Action | Comment |
| Assessment submitted | Assessment owners, including all members of owner groups. Active accounts only. |
| Respondent assigned on an owned assessment | Assessment owners, including members of owner groups. Active accounts only. |
Assignee notified:
| Action | Comment |
| Respondent added to an assessment | When an assessment has been assigned |
| Question assigned | When a specific question or questions have been assigned |
| Assessment due date reminder | On the configured reminder schedule |
Risks
Owners of the risk receive the majority of the notifications. Assignees are notified when they are assigned to a treatment plan.
Owners are notified:
| Action | Comment |
| Owner added to a risk | Only the newly added owner is notified |
| Risk form submitted | Owner receives notification that a new risk has been added if the owner field on the form as populated |
| Risk workflow stage changed | Owners are notified |
| Risk review due date reminder | Owners are notified |
Assignee notified:
| Action | Comment |
| Treatment plan assigned | Notified when they are assigned a risk treatment plan |
| Treatment plan due date reminder | Notified on the configured reminder schedule |
External party notified:
| Action | Comment |
| Risk form submitted | A confirmation email is sent to the email address entered on the form (if configured) |
Approvals
Approval workflows involve the assignment of approvers as configured in the application. Both approvers and owners are notified at different stages of the workflow.
Configured users are notified:
| Action | Comment |
| Approval requested | When a record enters a stage that requires approval, this applies to the configured approvers |
| Approval cancelled | Both the approvers and the record owners |
Owners are notified:
| Action | Comment |
| Approval completed | Record owners are notified |
| Approval cancelled | Both the approvers and record owners |
| Automatic transition blocked | If a workflow cannot advance automatically because an approval is outstanding |
Tasks (Registers)
Owners of the register item associated with the task and assignees of the task receive status notifications.
Owners are notified:
| Action | Comment |
| Task closed | A task moves to Closed or Completed |
| Evidence status changed | Owners of the test associated with the evidence are notified when the status of evidence attached to a task log changes. The person who made the change is explicitly excluded, even if they are an owner. |
Assignee notified:
| Action | Comment |
| Task assigned | The user the task is assigned to (if the account is active) |
| Task due date reminder | On the configured reminder schedule |
| Task log assigned | The person or members of the group assigned. Where the assignment is system-generated rather than manual, it goes to every current assignee of that log instead. |
| Task log due date reminder | Every assignee on the task log is notified on the configured reminder schedule |
Control sets
Assignees notified:
| Action | Comment |
| Control set published with assigned responsibilities | Assigned user is notified of the one or more responsibilities assigned to them |
| Responsibility due date reminder | On the configured reminder schedule |
| Control set republished | Assigned user of one or more responsibilities is notified of updated control set |
Users and access
This category involves the notifications associated with the creation or assignment of users to tasks or teams.
Actors are notified:
| Action | Comment |
| User is created | New user is notified if activation email send is enabled |
| User deleted or deactivated | If items are reassigned |
Assignee notified:
| Action | Comment |
| Work is reassigned to another user | Notification sent to be both actor and the person assigned the work |
| Advisor assigned | User is added as an advisor to a team |
Trust Portal
Owners are notified:
| Action | |
| User added as an owner to a trust portal profile | Notified that the trust portal has been assigned to them |
| Access has been requested to locked profile content (e.g., assessment or document) | Owner(s) of the trust portal profile are notifed |
External party notified:
| Action | Comment |
| Trust Portal profile shared | Sent to the email address of the individual with whom the profile was shared, usually someone external to the team |
| Trust portal view approved | Acknowledgement sent when approval granted to view locked documents |
| Trust Portal profile updated | Sent to the email address of the individual with whom the profile was shared |
Managing user notifications
Please refer to this article for detailed information on viewing and managing notifications within the application.
Custom notifications
Please refer to this article for detailed information on configuring custom notifications within the application.