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ZenGRC WikiConfiguring Email Settings
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CONFIGURING EMAIL SETTINGS

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 * 
 * 
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Owned by Tristan Mohn (Deactivated)

Last updated: Feb 09, 2023 by Victoria Buhler (Deactivated)
6 min readLegacy editor

Page Contents



 * 1Benefits
 * 2Overview
 * 3Accessing Email Settings
 * 4Adding Sender Details
 * 5Creating the Header and Footer
   * 5.1Displaying a Logo
   * 5.2Removing a Logo
   * 5.3Enabling the Footer or Header
 * 6Scheduling Notifications
   * 6.1Turning On and Off Notifications
   * 6.2Determining Notification Days
   * 6.3Changing the Action Items Sent
 * 7 Enabling Instant Notifications
 * 8Sending an Instant Email for a Newly Created Item
 * 9Viewing an Example Email







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BENEFITS

--------------------------------------------------------------------------------

Emails notifying users of compliance assignments or questionnaire responses can
be easily customized. Color schemes, logos, and text can be branded and
personalized to support each organization according to its business needs. This
gives recipients confidence that the email is coming from a familiar company and
is not spam or a phishing attempt. In addition, a preview mode allows you to
view the email customization as recipients would see it in their inbox.


OVERVIEW

--------------------------------------------------------------------------------

Information that can be altered includes the following:

 * Logos.
 * Sender's name.
 * Reply-To email.
 * Header and footer information.
 * Email content.
 * Text and background color.
 * Days of the week to be sent.
 * Instant notifications to users next in line to take action on assignable
   items.
   
   




ACCESSING EMAIL SETTINGS

--------------------------------------------------------------------------------

To access the email notification settings, complete the following:

 1. Click Settings | Email Settings in the left-hand navigation.
    
    


ADDING SENDER DETAILS

--------------------------------------------------------------------------------

The contact information displaying in the user's email inbox can be modified to
reflect your organization's information.

To modify the main display name, complete the following:

 1. Enter the information in the Sender's Name text box.
    
    
    
    
 2. The name displays in bold within the user's inbox as shown in the following
    email example.
    
    
    
    
 3. Update the Reply-To email* with an email address you monitor if recipients
    respond to the notification.
    
    
    
 4. NOTE: The initial email will still display the original value of
    notifications@reciprocitylabs.com as shown below. Your email only displays
    when the user clicks "reply" or "reply all."
    
    


CREATING THE HEADER AND FOOTER

--------------------------------------------------------------------------------

The header and footer allows for customization of text and background color and
provides the option to display a logo. The color selector works the same for all
color options.

To alter the color of text, headers, and footers, complete the following steps:

 1. Click the color circle displaying beside the text box.
    
    
    
    
 2. To select a shade in the same hue, click the selector within the gradient
    and move it to the desired shade.
 3. To select a different color, click within the vertical color band and move
    up or down to the desired hue.
    
    
    
    
 4. If the original color was white, or if the selector isn't displaying in the
    gradient, click in the upper, left corner (this is the default placement of
    the selector) and drag the selector to the desired color.
    
    
    
    
 5. Alternately, enter the color's hexadecimal value preceded by the hashtag. If
    the code is incorrect or if the hashtag is missing, the color circle
    displays with a red x.
    
    


DISPLAYING A LOGO

Add your organization's logo by either uploading an image or adding a link to
where it exists on another server.



NOTE

ZenGRC only supports gifs, jpgs, and pngs with a max file size of 512 kB.


To upload a logo, complete the following steps:

 1. Click click to browse.
    
    
    
    
 2. Select the file from your computer and click Open.
 3. Alternatively, drag and drop a file from the desktop to within the dotted
    box.

 4. The graphic displays under Logo preview.
    
    
    
    
    
    TIP
    
    If the logo is white on a transparent background, it will not display in the
    preview.

 5. To add a link to an image without uploading the image itself, click Enter
    URL manually.
    
    
    
    

 6. In the Logo URL* text box, add the link. Make certain it's an absolute link,
    which means it starts with https://. If that information is missing, the
    application places a red line around the box to show it's incorrect.


REMOVING A LOGO

There is no delete button to remove a logo. However, there is a solution.

To remove an uploaded image, complete the following steps:

 1. Click Enter URL manually.
 2. Enter a link and click Save.
 3. Remove the link you just added and click Save again.


ENABLING THE FOOTER OR HEADER

There are a couple of conditions to be aware of when displaying text or a logo
in the header or footer.

The section under Logo position determines where the logo displays.

 * If Footer is selected to show the logo, also ensure the Enable Footer check
   box is selected or else the footer section won't display.
   
   
   
   

 * If Header is selected to show the logo, please note that the text in the
   Header title will not display.
   
   


SCHEDULING NOTIFICATIONS

--------------------------------------------------------------------------------

There are two types of email notifications in ZenGRC. They are as follows:

 * Daily Digest - A daily email that summarizes all assignments due. It can be
   configured to be sent every day or only on selected days for selected
   items.  It is sent out at 10 UTC on the days you select.
 * Instant Notifications - This is configured separately from the Daily Digest
   and prompts instant notifications when you have an assigned item. 


TURNING ON AND OFF NOTIFICATIONS

To enable email notifications, complete the following steps:

 1. Select the Summary email notifications enabled check box under
    Notifications.
    
    
    
    NOTE
    
    When the check box is selected, notifications are on. When the check box is
    deselected, notifications are off.

 2. Click Save.


DETERMINING NOTIFICATION DAYS

To schedule email notifications for action items on specific days, complete the
following steps:

 1. Select the days to send notifications under Notifications.
    
    
    
    NOTE
    
    When the day is lined in blue, it is selected and email notifications will
    be sent that day.

 2. Alternately, deselect days when notifications are not to be sent.
 3. Click Save.


CHANGING THE ACTION ITEMS SENT

To include action items in the notifications, complete the following steps:

 1. Select or deselect the following (those selected will be sent in the
    notifications):
    1. Assessments
    2. Requests
    
    3. Tasks

 2. Click Save.


ENABLING INSTANT NOTIFICATIONS

--------------------------------------------------------------------------------

To send immediate emails to users when they have action to take and when notes
are added to the Comments tab, complete the following:

 1. Click Settings | Email Settings.
 2. At the bottom of the page, make sure the check box next to Instant email
    notifications enabled is selected. 
    
    
    
    

 3. Alternatively, deselect the check box to stop all instant notifications.
    This is separate from the daily digest.
    
    
    
    NOTE
    
    To understand when and to whom notifications are sent, please see Workflow
    for Requests and Tasks and Workflow for Assessments.


SENDING AN INSTANT EMAIL FOR A NEWLY CREATED ITEM

--------------------------------------------------------------------------------

Once instant notifications are enabled as described in the previous section, a
new check box displays for selection on assessments, requests and tasks. For
instructions, please see Enabling Instant Notifications on a New Item.


VIEWING AN EXAMPLE EMAIL

--------------------------------------------------------------------------------

TIP

Always click Save prior to previewing the email. Changes made since the last
save will not display until they are saved.


To preview how the email notification looks to the end user, complete the
following steps:

 1. Click Save.
 2. Click Email preview.
    
    
    
    
 3. The sample email displays.







Other Helpful Content

•  Access and User Assistance 
•  System of Record List Views  
•  Actions on the Details Page 
•  Creating New Objects 
•  Favorites 
•  Quick Tips for End Users (Printable) 
•  Searching the Left-Hand Navigation









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