Administration – Audit Administration
This article contains: |
1. Overview |
The Audit Administration section lets you configure and manage email templates and email rules. To access this page, navigate to Menu > Administration > Audit Administration.
2. Email Templates |
The Email Templates area is utilised to create multiple email templates (email body) which can then be linked to specific emails to be sent through specific criteria within the organisation. Essentially, you need to set up the emails you want to send out, and then you can set up the email criteria through the ‘Email’ section below.
To create an email template:
STEP 1: Click the New button and a blank template will open.
STEP 2: Define a suitable title and a subject. In the body of the message, you may use the default template by clicking on insert code snippet icon and choosing the Default template.
The default template contains various snippets such as the 'First name' and 'Management name(s)' which will display the first name of the recipient, and the names of the management respectively.
Listed below are the email triggers which you can use within Audit:
Email Triggers | Description |
|---|---|
Audit Created | This trigger sends an email notification when a new audit is created in the system. |
Audit Submission | An email notification is sent when an audit submission has been approved or not approved. |
Audit Submission for Approval | An email is sent when an audit submission is awaiting approval. |
Audit Primary RO Change | Sends an email when there is a change in the primary responsible officer for an audit. |
Audit Secondary RO Change | This trigger notifies of a change in the secondary responsible officer for an audit. |
Audit Finding Submission for Approval | An email is sent when a finding within an audit submission is pending approval. |
Audit Finding Submission | Sends an email when a finding within an audit submission has not been approved/not approved or an audit submission is completed. |
Recommendation Created | This trigger sends an email when a new recommendation is created in the system. |
Recommendation Primary RO Changed | Sends an email when there is a change in the primary responsible officer for a recommendation. |
Recommendation Secondary RO Changed | Sends an email when there is a change in the secondary responsible officer for a recommendation. |
Recommendation Assignment | An email is sent when there is an assignment or change of the primary or secondary responsible officer for recommendations. |
Recommendation Due for Completion | Sends an email with the due date for a recommendation to be completed. |
Recommendation Overdue | Sends an email when a recommendation becomes overdue. |
Recommendation Completion | Sends an email upon the successful completion of a recommendation. |
Recommendation Review Date | Allows you to define when emails should be triggered based on the review date entered in the audit assessment. |
Audit Recommendation Submission for Approval | An email is sent when a recommendation within an audit submission is pending approval or not approved. |
Audit Recommendation Submission | Sends an email when a recommendation within an audit submission has been approved or not approved. |
Listed below are the snippets which you can use in the email body:
Snippet Name | Description |
|---|---|
Audit Name | This snippet will populate the audit name. |
Recommendation Name | This snippet will populate the recommendation name. |
Primary Responsible Person | This snippet will populate the primary responsible person's name. |
Secondary Responsible Person | This snippet will populate the secondary responsible person's name. |
Current Primary Responsible Person | This snippet will populate the current primary responsible person's name. |
Previous Primary Responsible Person | This snippet will populate the previous primary responsible person's name. |
Current Secondary Responsible Person | This snippet will populate the current secondary responsible person's name. |
Recommendation List | Snippet works only for trigger recommendation review date. Here, data is displayed in a table format for all recommendations that are due. (The email rule is configured as ‘Before’ and is based on the ‘Next Review Date’ field). |
Next Review Date | This detail is based on the 'Next Review Date' field in the Recommendation Review tab. (The Review tab is enabled via an external setting in the configuration page). |
Previous Secondary Responsible Person | This snippet is the previous secondary responsible person's name. |
Last Implementation Date | Data retrieved from the fields 'Third/Second/First Agreed implementation dates'. Priority for retrieving data is given in the order Third, Second, and finally First. |
Completion Date | Data retrieved from 'Recommendation Completion Date'. |
Finding Rating | This snippet is the rating from the Finding tab. |
Recommendation No. | This snippet is the recommendation number. |
Audit URL | This snippet is the URL of the audit detail. |
Email Recipient Name | This snippet is the email recipient's name. |
Overdue Recommendation List | This snippet works only for the trigger recommendation review date. Here, data is displayed in a table format for all recommendations that are overdue. (The email rule configured as ‘After’ and is based on the ‘Next Review Date’ field). |
Recommendation Review Date | This is an email rule to trigger emails based on Next Review Date field in recommendation review tab. Note: "Recommendation Review Date" email rule supports only the below-mentioned snippets. No other snippets are supported:
|
Audit Responsible Officer | This snippet is the audit responsible officer's name. |
STEP 3: Click the Insert button to save the template. You may create as many templates as required.
3. Email Rules |
The email reminders screen will let a Risk Manager to set reminder emails for audit 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 audit/audit action or control.
You will need to create the email template (email body) prior to setting up the rules/criteria within this section.
STEP 1: Click the Email Rules tab.
STEP 2: Set up your email rules according to the below criteria:
Column | Description / Instructions |
|---|---|
Email Time Frame | 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:
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.) |
Recipient | Tick the required boxes to generate reminders only for a particular role/s.
** Business Unit Manager Head and Directorate emails are generated only if the Team is linked. Please contact CAMMS to activate this for you if you need.
|
Email Template | Dropdown list of emails templates defined within the 'Email Templates' section will be displayed. Select the desired template for the reminder. |
Starting Date | Select the starting date from which the reminder will be sent. |
Frequency | Enter the frequency for the number of times this email will be triggered. |
Active | Tick this checkbox to make this email rule active. |
Delete | If you have administrator privileges, you will see a Delete button in the last column to delete any created rules. |
STEP 3: Make all necessary selections and click the Add button. You may edit the email criteria at any stage by clicking on the Edit button next to the Email Rule. As soon as you add an Email Rule, email notifications will start to generate from that date forward.