All the notification options that you, as a user, can opt to receive can be managed by clicking on your account menu at the top right of any page when logged in, and then visiting My Account > Notifications
Real-time Notifications
The first table below (after the screen snapshot) describes all the Real-time notifications that can be received by you.
- These email notifications get sent to users immediately after the event (i.e., see the "Activity" column in the table) occurs.
- The "Where controlled (when possible)" column in the table refers to the checkbox options in your My Account > Notifications page, as shown in the screen snapshot below.
| Activity | User Controlled? | Where controlled (when possible) |
Who receives? |
| User Access | |||
| New user welcome | No | n/a | New user created |
| User added to a review team | No | n/a | User added to a review team |
| Username updated | No | n/a | The username (email) before the update and the username (email) after the update |
| User requests list of accessible organizations | No | n/a | User who asked to receive this on the login screen |
| Launch Progress | |||
| Launch created | Yes |
☑️ Creates a launch |
All users who belong to a review team for the launch |
| Launch created by Ironclad | Yes | ☑️ Creates a launch | The Launch creator (who is the user who created the workflow in Ironclad) |
| Launch completed | Yes | ☑️ Completes a launch | Launch creator and all launch review team members |
| Launch deleted | Yes | ☑️ Deletes a launch I'm part of | Launch creator and all launch review team members |
| Launch workflow response completed | Yes | ☑️ Submits or updates a Data Spec or workflow for a launch I'm part of | Launch creator |
| Data Spec Progress | |||
| Data spec response completed | Yes | ☑️ Submits or updates a Data Spec or workflow for a launch I'm part of | An assigned reviewer of the Privacy review team. If no one has been assigned, all reviewers of the Privacy review team |
| Data Spec completed with unset risks | Yes | ☑️ Submits or updates a Data Spec or workflow for a launch I'm part of | An assigned reviewer of the Privacy review team. If no one has been assigned, all reviewers of the Privacy review team |
| Data Spec modified after Privacy Review completed | No | n/a | An assigned reviewer of the Privacy review team. If no one has been assigned, all reviewers of the Privacy review team |
| Review Progress | |||
| Launch review assigned to a user | No | n/a | User who was assigned this review |
| Launch review changes out of Completed or Not Needed | Yes | ☑️ Downgrades their status from Complete or Not Needed for a launch I'm part of | Launch creator and assigned reviewer of the Privacy review team |
| Launch review changes to Rejected or Blocked | Yes | ☑️ Updates their status to Rejected or Blocked for a launch I'm part of | Launch creator and all reviewers who are assigned as reviewing the launch |
| Launch Comments | |||
| Launch comment added | Yes | ☑️ Comments added to launches I'm part of | Launch creator and all reviewers who are assigned as reviewing the launch |
| User @ mentioned on an added Launch comment | Yes | ☑️ Mentions me in a comment | Users who are @ mentioned |
| Launch comment edited | Yes | ☑️ Comments added to launches I'm part of | Launch creator and all reviewers who are assigned as reviewing the launch |
| User @ mentioned on an edited Launch comment | Yes | ☑️ Mentions me in a comment | Users who are @ mentioned |
| Workflow Comments | |||
| Inline response comment added | Yes | ☑️ Comments on a thread I was mentioned in ☑️ Comments added to launches I'm part of |
Users who commented in the thread and all reviewers who are assigned as reviewing the launch |
| User @mentioned in an added Inline response comment | Yes | ☑️ Comments on a thread I was mentioned in | Users who are @ mentioned |
| User @mentioned in an edited Inline response comment | Yes | ☑️ Comments on a thread I was mentioned in | Users who are @ mentioned |
| External Questionnaire Progress | |||
| External Questionnaire response completed | No | n/a |
Internal Recipients: External Recipients: |
| External Questionnaire response resubmitted | No | n/a |
Internal Recipients: External Recipients: |
| External Questionnaire Comments | |||
| External Questionnaire Comment Added | No | n/a |
Internal recipients: External recipients: |
| External Questionnaire Comment Edited | No | n/a |
Internal recipients: External recipients: |
| External Questionnaire Comment added from External Respondent | No | n/a |
Internal recipients: External recipients: |
| External Questionnaire Comment edited from External Respondent | No | n/a |
Internal recipients: External recipients: |
| Launch Description | |||
| Launch description added with user @ mention | Yes | ☑️ Mentions me in a comment | Users who are @ mentioned |
| Launch description edited with user @ mention | Yes | ☑️ Mentions me in a comment | Users who are @ mentioned |
| Launch Access | |||
| Launch access requested | No | n/a | Creator of the launch, who is implicitly authorized to grant access |
| Launch access request granted | No | n/a | User who was asked for launch access |
| Tasks | |||
| New launch task created | Yes | ☑️ Updates a task | Launch creator |
| Launch task assigned | Yes | ☑️ Updates a task | Task assignee |
| Launch task re-assigned | Yes | ☑️ Updates a task | Task assignee |
| Launch task comment added/edited mentioning user | Yes | ☑️ Updates a task | User who was mentioned in the task |
| Launch task reporter updated | Yes | ☑️ Updates a task | Launch creator, task creator and task assignee |
| Launch task completed | Yes | ☑️ Updates a task | Task creator |
| Launch task deleted | Yes | ☑️ Updates a task | Task creator |
| Launch task has been re-opened | Yes | ☑️ Updates a task | Launch creator, task creator and task assignee |
| Launch task due date has been updated | Yes | ☑️ Updates a task | Launch creator and task assignee |
| Launch task due date has been removed | Yes | ☑️ Updates a task | Launch creator and task assignee |
| Launch release date has been updated leading to the task due date changing (if Task due date is wired to the launch release date) | Yes | ☑️ Updates a task | Launch creator and task assignee |
| Workflows | |||
| Workflow unpublished | Yes | ☑️ Unpublishes a workflow | All users having Admin, Workflow Manager or Privacy Manager permissions |
| Workflow deleted | Yes | ☑️ Deletes a workflow | All users having Admin, Workflow Manager or Privacy Manager permissions |
| Internal Survey invitation | No | n/a | Invited internal respondents |
| External respondent invitation | No | n/a | Invited external respondents |
| External respondent invite reminder | No | n/a | Invited external respondents |
| Third-Party assessment report shared | No | n/a | Users and review team members that the report has been shared with |
| Taxonomy | |||
| Taxonomy added | Yes | ☑️ Modifies Privacy Org Settings or adds a new data use, data type, or third party | All members of Privacy Review Teams |
| Taxonomy risk levels updated | No | n/a | All users having Admin, Workflow Manager or Privacy Manager permissions |
| Privacy Settings | |||
| Privacy policy data type changed | Yes | ☑️ Modifies Privacy Org Settings or adds a new data use, data type, or third party | All members of Privacy Review Teams |
| Privacy policy data use changed | Yes | ☑️ Modifies Privacy Org Settings or adds a new data use, data type, or third party | All members of Privacy Review Teams |
| Privacy policy child data processing changed | Yes | ☑️ Modifies Privacy Org Settings or adds a new data use, data type, or third party | All members of Privacy Review Teams |
| Privacy policy individual rights changed | Yes | ☑️ Modifies Privacy Org Settings or adds a new data use, data type, or third party | All members of Privacy Review Teams |
| Privacy policy safeguards changed | Yes | ☑️ Modifies Privacy Org Settings or adds a new data use, data type, or third party | All members of Privacy Review Teams |
| Privacy Dashboard and Gap Analysis | |||
| Privacy Gap Analysis completed with recommendations | No | n/a | User who initiated the Scan |
| Privacy Central Dashboard shared | No | n/a | Users with whom the dashboard has been shared |
Note:
- If a launch is created by the TerraTrue System User or an API User (through integrations) the launch creator is skipped in notifications that involve a launch creator as recipient.
- If a task is created through a launch custom action, the task creator is the TerraTrue System User and is also skipped in notifications that involve a task creator as recipient.
- In all the notifications, if a user takes the action that will result in the notification, then that user (actor) is not included in the notification recipients (because they are obviously aware!)
- If the Admin accessed App setting: Mute notifications for all users in the org
is on, then most of the notifications mentioned will not be sent, except for some that will still be sent. The notifications that are sent irrespective of this setting are described in the "Exceptions" section in How can you mute org-wide email notifications?
Administrator Notifications
The second table below captures all the Administrator notifications. These email notifications are sent to all your TerraTrue administrators immediately after the event (i.e., "Activity") occurs.
| Activity | User Controlled? | Where controlled (when possible) |
| Expiring SSO certificate warning (within 30 days to expiry) | No | n/a |
Daily Rollup Email Notifications
Finally, the third table below captures the Daily Notifications that you can opt to receive. The events (i.e., activities) mentioned that you are subscribed to get rolled up into the single daily email you receive.
| Activity | User Controlled? | Where controlled (when possible) |
Who receives? |
| Data Specs completed | Yes | ☑️ Completed or updated Data Specs or workflows for launches I'm part of | An assigned reviewer of the Privacy review team. If no one has been assigned, all reviewers of the Privacy review team |
| Data specs modified post privacy review | No | n/a | An assigned reviewer of the Privacy review team. If no one has been assigned, all reviewers of the Privacy review team |
| Workflows completed | Yes | ☑️ Completed or updated Data Specs or workflows for launches I'm part of | Launch creator |
| Blocked Launch Reviews | Yes | ☑️ Reviewer changes their status to Rejected or Blocked for launches I'm part of | Launch creator and assigned reviewers. |
| Rejected Launch Reviews | Yes | ☑️ Reviewer changes their status to Rejected or Blocked for launches I'm part of | Launch creator and assigned reviewers. |
| Launch Reviews changed from Complete | Yes | ☑️ Reviewer changes their status from Complete for launches I'm part of | Launch creator and an assigned reviewer of the Privacy review team. |
| Launches deleted | Yes | ☑️ Launches deleted that I'm part of | Launch creator and assigned reviewers. |
| Launches created | Yes | ☑️ New launches created | Launch creator, users mentioned in the launch description and all members of the review team |
| Launches imported | Yes | ☑️ New launches created | All users that enabled the specific control for Daily notifications |
| Privacy Worksheets completed | Yes | ☑️ Privacy Worksheets getting filed for launches I'm part of | Launch creator, assigned reviewers and the user who saved the Data Spec |
| Launches releasing soon | Yes | ☑️ Approaching release dates for launches I'm part of | Launch creator and assigned reviewers. If no one has been assigned, all reviewers of the review team |
| Launch reviews completed | Yes | ☑️ Reviewer changes their status to Complete for launches I'm part of | Launch creator and assigned reviewers |
| Launches completed | Yes | ☑️ Overall launch status changes to Complete for launches I'm part of | Launch creator and assigned reviewers |
| Other launch review changes | Yes | ☑️ Other status updates for launches I'm part of | Assigned reviewer for the updated review status |
| Launches description changed | Yes | ☑️ Changed titles or descriptions for launches I'm part of | Launch creator, mentioned users in the description and assigned reviewers |
| Launches release date changed | Yes | ☑️ Changed release dates for launches I'm part of | Launch creator and assigned reviewers |
| Launches title changed | Yes | ☑️ Changed titles or descriptions for launches I'm part of | Launch creator and assigned reviewers |
| Launch comments added | Yes | ☑️ Comments added to launches I'm part of | Launch creator, assigned reviewers, and mentioned users. |
| Launch comments edited | Yes | ☑️ Comments added to launches I'm part of | Launch creator, assigned reviewers, and mentioned users. |
| Privacy Org Settings updates | Yes | ☑️ Modifies Privacy Org Settings or adds a new data use, data type, or third party | All users that enabled the specific control for Daily notifications |
| Tasks due approaching | Yes | ☑️ Task due dates approaching | Launch creator and users who are assigned to the task. |