Email Template Module in Risk Assessment Application

User Guide: Email Template Module in Risk Assessment Application

Welcome to the Email Template Module of our Risk Assessment application! This feature allows users to change anything on the application. This guide will walk you through the functionality and capabilities of the Settings module in detail.

1. Overview of Email Templates in Settings Module:

The Email Templates section within the Settings Module of a Risk Assessment product administrators to customize and manage system-generated emails that are sent to users during various workflows. These templates ensure that notifications, alerts, and communications are consistent, branded, and relevant to your organization’s processes.

1. Language Options for Email Template module

When a user selects a language in the Risk Assessment application, the Email Template Settings module should display the data in the selected language.

1. Settings Module questionnaires
2. How to open Email Template settings module?

Settings module accessed from below navigation

• Navigate to Main Menu
• Select settings module
• When user click on settings module Email Template module should be displayed on the page.

1. What is Email Template Sub module in settings module Risk Assessment product?

• The Email Template sub-module in the Settings section of the Risk Assessment product is used to create, manage, and customize automated email messages that are triggered by user actions or system events.
• Some of the templates allow you to set the timeframes that they will be sent out. We have following email templates:

1. Create Risk user: A Risk User Email Template is used to notify a newly created user (typically from the Risk team) with login credentials or on boarding information. These emails are automated and can be configured under the Email Templates section of the Settings module.
2. How do you create a password for a newly created user in the Risk Assessment product?

• In most Risk Assessment products (e.g., Secure Watch), creating a password for a newly added user typically follows one of two workflows: admin-generated password or user-set password via email invitation.
• Password via Email Invitation:
• Admin Adds the User:
• Navigate to: Users > Add User
• Enter required user details (Name, Email, Role, etc.)
• Optionally assign the user to a site or assessment
• System Sends Email Invitation:
• The system automatically sends a "User Invitation" email to the new user.
• The email contains a secure link to set their own password.
• User Sets Password:
• The user clicks the link in the email
• They’re taken to a password setup page
• They create and confirm a new password according to the system’s password policy.
• Password Reset Option:
• If the user did not receive the invitation or forgot their password:
• Admin can trigger “Reset Password”
• User receives a Password Reset Email to set a new password securely

1. Risk Password Reset: The "Risk Password Reset" email template in a Risk Assessment product (such as SecureWatch or similar platforms) is a system-generated email used to send users a secure link to reset their password when they request a password reset (e.g., via the "Forgot Password" option on the login page).
2. Risk Password Reset Confirm: The "Risk Password Reset Confirm" email template in a Risk Assessment product (such as Secure Watch) is a confirmation email sent to a user after they have successfully reset their password. It serves as a security measure and a notification to the user.

• To notify the user that their password has been successfully changed.
• To alert the user in case the reset was not initiated by them (potential security issue).
• To provide confirmation and traceability of account activity

1. New Risk Assessment: The "New Risk Assessment" email template in a Risk Assessment product is a system-generated notification sent to users when a new risk assessment is assigned, created, or initiated. This template ensures that users are informed and prompted to take action.

 Notify users that a new risk assessment has been assigned or created for them Provide essential details about the assessment (e.g., title, due date, responsible person).Guide users on how to access and complete the assessment.Trigger timely action to support risk compliance workflows

1. Risk Review Notification: The "Risk Review Notification" email template in a Risk Assessment product (e.g., SecureWatch) is an automated system email used to notify users when a risk is due for review. It plays a key role in ongoing risk monitoring and lifecycle management.

• This Risk Review Notification email template will be triggered based on the selected trigger condition:
• Before Start Date
• After Start Date
• Before End Date
• After End Date
• This email will be sent for the following Risk Assessment statuses when the template is enabled:
• New
• In Progress
• Completed
• Incomplete
• The "New Risk Assessment" email template will only be sent if it is in the enabled state.
• If the template is disabled, the email will not be sent to users.
• When the user selects Days, Hours, and Minutes, the email should be triggered accordingly based on the specified time configuration.
• If the user selects the "Recurrence" checkbox, the email will be triggered repeatedly as per the selected interval for the targeted users, based on the Risk Review Notification template settings.
• Check if users are allowed to create their own Risk Review Notification email template.

1. Risk Control Expiry Reminder: The "Risk Control Expiry Reminder" email template in a Risk Assessment product (like Secure Watch) is an automated email used to notify responsible users that a risk control is nearing its expiration date. This ensures controls are reviewed, renewed, or replaced in a timely manner to maintain effective risk mitigation.

• To alert users that a control associated with a risk is about to expire
• To prevent gaps in control coverage or compliance violations
• To ensure timely review, renewal, or replacement of risk controls
• To maintain continuous risk mitigation effectiveness
• Automatically triggered before the control’s expiration date
• Timing depends on configuration: Days/Hours/Minutes before expiry
• May also support recurrence (e.g., send reminders until control is updated)

1. New Risk Task: The "New Risk Task" email template in a Risk Assessment product (such as Secure Watch) is a system-generated notification sent to users when they are assigned a new task related to a specific risk. This may include mitigation actions, documentation requirements, approvals, or control implementation.

• To notify users that they have been assigned a new task related to a risk.
• To prompt timely action for risk treatment or mitigation
• To document task ownership and track accountability
• To improve visibility into the risk management workflow
• When a user is assigned a new task in any of the following areas:
• Risk mitigation plan
• Risk control implementation
• Review or documentation update
• Approval or validation workflow
• Triggered immediately upon assignment, unless delayed sending is configured

1. Risk Task Remainder Not Started: The "Risk Task Reminder – Not Started" email template in a Risk Assessment product (e.g., Secure Watch) is a system-generated notification sent to remind users that a risk-related task assigned to them has not been started. This helps prevent delays in addressing critical risk mitigation actions.

• Remind users of pending tasks related to risk assessments
• Prompt users to begin work on tasks before due dates approach.
• Improve task compliance and accountability in risk workflows.
• Prevent bottlenecks in the risk mitigation or review process.
• When a risk task remains in "Not Started" status after a configurable number of:
• Days/Hours/Minutes since assignment.
• Or before a due date, as per the template trigger settings.
• May also support recurrence (e.g., send reminders every X days until started)

1. Risk Task Remainder not completed: The "Risk Task Reminder – Not Completed" email template is a system-generated notification used in Risk Assessment platforms (e.g., SecureWatch) to remind users that an assigned risk task is pending completion. It helps ensure that tasks are finalized within deadlines to maintain compliance and risk mitigation timelines.

• Remind users of incomplete tasks that are approaching or past due.
• Encourage timely completion of assigned responsibilities
• Reduce risk management delays caused by overdue activities
• Maintain audit trails and task accountability.
• When a risk task remains incomplete past a defined threshold (e.g., X days after assignment or before the due date).
• Triggered based on time configuration (Days / Hours / Minutes) set in the template.
• Can support recurrence if the "Repeat Reminder" option is enabled.

1. Risk Task Escalation not started: The "Risk Task Escalation – Not Started" email template in a Risk Assessment product (such as SecureWatch) is a system-generated email notification triggered when a risk-related task assigned to a user has not been started within a specified timeframe. It is sent to escalate the issue to supervisors or designated escalation contacts to prompt action.

• To escalate the issue when an assigned risk task remains in “Not Started” status.
• To notify managers, supervisors, or escalation contacts that the task is pending.
• To ensure that critical risk tasks are not ignored or delayed.
• To maintain accountability and workflow integrity.

• Risk Task Escalation not completed: The "Risk Task Escalation – Not Completed" email template is a notification sent when an assigned risk task remains incomplete past a specified deadline or grace period. This escalation email alerts supervisors or escalation contacts to take necessary actions to ensure timely completion and reduce risk exposure.
• Escalate overdue risk tasks that have not been completed by the assigned user.
• Alert managers, risk owners, or escalation teams about pending critical tasks.
• Maintain accountability and ensure timely risk mitigation.
• Support risk governance and compliance by highlighting delays.
• Sent based on configurable timing settings (e.g., days or hours before task due date)
• May be sent repeatedly if the task remains incomplete and reminder recurrence is enabled
• Triggered for tasks with status such as Not Started, In Progress, or as defined

1. Risk Task Remainder Email Template: The Risk Task Reminder email template is designed to notify and remind users about upcoming or pending risk tasks that require their attention. It helps ensure timely completion of tasks, which is critical for effective risk management and compliance.

• Reminder Notification: Alerts users about tasks that are due soon or overdue.
• Timely Communication: Sent based on configurable timing intervals (e.g., days/hours before or after task due date).
• Multi-language Support: Supports email content localization based on selected user or organization language.
• Customizable Content: Admins can edit subject lines and body text to tailor reminders to organizational tone and requirements.
• Enable/Disable Toggle: Admins can enable or disable the reminder email notifications as needed.

1. KRI Event Notification: The KRI (Key Risk Indicator) Event Notification email template is used to alert relevant users when specific KRI thresholds are triggered or when significant events related to KRIs occur. This ensures timely communication about risk levels that require attention or action.

• Notify stakeholders about important KRI events or threshold breaches.
• Facilitate prompt risk mitigation actions based on KRI status.
• Improve risk visibility and management effectiveness.

1. High Risk Remainder Email Template: The High Risk Reminder email template is designed to notify users about risk assessments or risk tasks that have been identified as high risk and require urgent attention. It acts as a prompt to ensure critical risks are reviewed and mitigated promptly.

• To remind users of high-risk assessments or tasks pending action or review.
• To emphasize the urgency and importance of addressing high-risk items.
• To support compliance and risk reduction by ensuring timely interventions.

• What is Send Me this Email Template button in email template?
• The “Send Me This Email” button in the Email Templates section of your Risk Assessment product is designed to help administrators or template editor’s preview and verify the template they’ve created or customized. Here’s how it typically functions and why it’s useful:
• Purpose of the “Send Me This Email” Button:

1. Preview the Template:
   Sends a test email to your own inbox, allowing you to see exactly how the template looks when rendered—complete with dynamic field values (like [Assessor Name], [Risk Title], [Due Date], etc.).
2. Validate Formatting & Content:
   Helps you confirm that:
   • Placeholders are replaced correctly
   • HTML or styling appears as expected
   • Subject line, header, footer, and disclaimers are correctly formatted
3. Test Logic or Conditional Content:
   If your template includes conditional logic (e.g., "only show this section if Risk Score > 15"), this feature lets you verify that the logic works as intended in a real email.
4. Catch Errors Early:
   You can identify issues like broken links, missing variables, or formatting glitches before the template is published or used in actual communications.

• What Is the “Add Template” Button in Email Templates?
• The “Add Template” button in the Email Templates section of your Risk Assessment product allows administrators to create a new email template from scratch. It’s your starting point for defining email notifications used across the risk management workflow.
• Purpose of the Add Template Button:
• Create New Email Notifications: Use it to add templates for events such as risk identification, assessment launch, overdue reminders, etc.
• Set Language Context: Choose the language or locale for the template if your platform supports multilingual emails.
• Build Email Content & Structure: Enables access to an editor (WYSIWYG or HTML) to compose the subject, body content, placeholders (like [Risk Title], [Due Date]), and styling.
• Save & Utilize Template: Once created, the template can be used in workflows, triggered by events, or selected manually during communications.
• This process typically mirrors standard email template creation in enterprise systems like Thales EMS, where clicking New or Create Template opens a form to compose a template.