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1. Notification

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 or risk action.

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

  • STEP 1: Click the Notifications tab.

** 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
  • Risk Submitter: Individual responsible for submitting a risk for approval.

  • Risk Manager: Emails will be generated for staff who have the 'Risk Manager' or 'Administrator' role.

  • Solution Owner: Emails will be generated for the Risk Action Responsible person.

  • Reporting Officer of risk owner: Emails will be generated for the reporting officer of the risk responsible officer.

  • Branch Risk Coordinator (Camms recommend this not to be used as this has outdated functionality)

  • Division Risk Coordinator (Camms recommend this not to be used as this has outdated functionality)Org. Unit Manager: Emails will be generated to Risk Owner of the linked nodes.

  • Parent Org.Unit Manager: Emails will be generated to the Responsible Officer of the parent node of the linked node.

Column

Description/Instructions

Trigger Criteria

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:

allows you to define the time frame as a number of days before or after the review date entered in the risk assessment. To configure this, select Before or After from the adjacent dropdown, and then specify the number of days in the text box. For example, if you want the email to be sent to recipients 2 days before the review date, Select Before and enter 2 in the numeric field. This ensures that the email will be generated at the specified time relative to the review date.

Recipient

Tick the required boxes to generate reminders only for a particular role/s.

  • Risk Owner: The Risk Primary Responsible Officer only (does not include Secondary Responsible officers)

  • Secondary Risk Owner: If the 'Multiple Risk Owners' setting is enabled via Menu > Framework > Risk Settings > Initial Settings, you can configure this recipient type to be sent to all secondary risk owners of Strategic, Operational, Project, and corporate risks for all email trigger criteria, except for ‘Solution Assignment’ and ‘Control Assignment’ trigger types.

    • If the ‘Secondary Risk Owner’ is configured as a non-mandatory field, emails will be sent out only if the risk has associated 'Secondary Risk Owners'.

  • ** 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)

  • ** 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)

Info
Info

Note: Emails will be sent to roles with the 'Show as Email Recipient' permission (Accessed via Mega Menu > Administration > Role Management > Camms.Risk > Risk Administration > Risk Administration > Email Rules)

  • Risk Administrator - Emails will be generated for the Risk Admin.

Email template

Dropdown 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.

Info

Note: If you require to configure replacing system field label names in the 'Notification Reminder' section, please contact Camms Support for assistance. 

1.2 Notification Triggers

Email Trigger

Trigger Description

Review Date

Emails to be triggered based on the 'Next review date' of the risk.

Risk Creation

This trigger will send out notifications when new risks are created in the system.

Info

Note: This email trigger is a bulk email and will be sent before or after the specified number of days. However, the emails will be sent as consolidated emails to the recipient, at the bulk email time specified in the email server. (Please contact Camms to have this configuration set up.)

Risk Submission for Approval

This trigger will send out notifications when risks are submitted for approval. If the Sequential approval workflow is selected, once the first approver submits their approval, the next approver will be notified via email and so on, till all approvers have approved.

Risk Deleted

This trigger will send out notifications when risks are deleted from the system.

Risk Submission – Approved

This trigger will send out notifications when submitted risks are approved. 

Will be triggered if there is more than 1 person selected as the Approval Authority. Email will be sent back to the submitter as each member approves the risk (since it is considered a draft still until all members have approved it) once approval is approved.

Risk Solution Creation

This trigger will send the email to the recipients when a risk action is created.

Risk Submission – Approval Completion

This trigger will send out notifications when the risk approval process is completed.

Will be triggered if only 1 person is selected as the Approval Authority. Email will be sent back to the submitter once approval is Approved.

Risk Submission – Not Approved

This trigger will send out notifications when submitted risks are not approved.

Risk Solution Next Update

Emails to be triggered based on the 'Next Review date' of the risk actions/solutions.

Risk Solution End Date

Emails will be triggered based on the following criteria related to the 'End date' of the risk actions/solutions:

  • The parent risk record should be in an active state.

  • The approval status of the parent risk record should be either 'Approved' or 'Open.'

  • The parent risk ratings must be maintained.

  • The action status should be one of the following: 'Not Started,' 'In Progress,' or 'Completed' (this can be configured).

Risk Solution Completed Date

Emails to be triggered based on the 'Completion date' of the risk actions/solutions.

Risk Assignment

Emails to be triggered when risks are assigned to staff. Emails can be sent to the responsible officers whenever a risk is assigned to them. Consolidated emails notifying a user of all assignments for a day at a pre-defined time at once can be enabled for this trigger. It is advised to use the [Risk Name List] snippet to send consolidated emails. The time at which the emails need to be sent out can be set to any preferred time. 

Info

Notes: 

  • A Risk Assignment will be sent only to the Primary and Secondary Responsible Officers as recipients by default. Other recipients will be disabled from being selected.

  • This email trigger is a bulk email and will be sent before or after the specified number of days. However, the emails will be sent as consolidated emails to the recipient, at the bulk email time specified in the email server. (Please contact Camms to have this configuration set up.)

Risk Rating Change

Emails to be triggered whenever a Risk Rating is changed for the risk assessment.

Risk Solution Assignment

Emails to be triggered when risk solutions/actions are assigned to staff. Emails can be sent to the responsible officers whenever a risk solution/action is assigned to them. Consolidated emails notifying a user of all assignments for a day at a pre-defined time at once can be enabled for this trigger. It is advised to use the [Solution Name List] snippet to send consolidated emails. The time at which the emails need to be sent out can be set to any preferred time.

Info

Note: This email trigger is a bulk email and will be sent before or after the specified number of days. However, the emails will be sent as consolidated emails to the recipient, at the bulk email time specified in the email server. (Please contact Camms to have this configuration set up.) 

Risk Modified

This trigger will send out notifications when risks are modified in the system.
[Camms recommend this not to be used as this has outdated functionality.]

  • STEP 2: Make all selections and click the Add button. 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.


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