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Managing your email notifications

Overview

Users can easily manage email notifications from their profile in the Responsive. Admins can also configure them in Organization Settings to manage user notifications.

Select the applicable tab for your edition of Responsive.

  • Managing email notifications - Users

    1. Go to My Account and click the Preferences tab at the top of the page. The Email tab on the left is selected by default.
    2. Customize your email notifications as needed by turning the toggles on or off, then click Save.

    Managing email notifications - Admins

    1. Go to Organization Settings > Communications > Email Preferences.


    2. Do one of the following:
      • For new users, customize the email notifications as needed by turning the toggles on or off, then click Save.
      • For existing users, customize the email notifications as needed by turning the toggles on or off, then click Update for existing users at the top of the screen.

    Email preferences definitions

    Below is a list of all configurable email preferences:

    • Task assignments:
      • Question assigned: Notifies users when they have been assigned as an author of a question, or section in a project.
      • Section assignment: If users are assigned to a section they will be notified of a section task.
      • Section reviewer assignment: Notifies users that they have been assigned as a reviewer to a section.
      • Task assignment: Notifies users when a new task has been assigned to them.
    • Questionnaire events completed:
      • Export completed: Notifies users when a response package has been generated in a project.
      • Section author completed: Notifies users indicating that the specific author has completed their portion of the section in the project.
      • Section completed: Notifies the user indicating that an entire section has been marked as complete.
      • Section review completed: Notifies all members that the section has been reviewed and completed by the reviewer.
    • Discussions and alert reports:
      • Followed discussion notification: Users who are a part of a project can enable the Follow Discussion option to follow a discussion thread. This box can be checked in the Discussion tab and when a comment is created at the individual question level.
      • Mentions in comment: Notifies users when they are @mentioned in a comment.
      • Daily Task report: Sends users a detailed list of all tasks assigned to them. You can customize how far in advance before the individual due dates these notifications appear on the user’s Daily Task report.
      • Project due alert: Notifies users who are associated with Project teams of project due date alerts. The notification date is customizable based on the due date.
      • Content Moderation and Library Review Task report: Notifies users who are moderators that there is content pending moderation in the Content Library. Also notifies users who own content in Answer Library, Document Library, Section Templates if the content is pending review.
    • Status changes:
      • Clarification answered: Notifies clarification requestors when a clarification is answered.
      • Clarification submitted: Notifies users when someone has submitted a clarification and it has been imported into the Clarification tab of the project.
      • Intake submitted: Notifies users who are specified in the Intake settings section of the Organization Settings when a new intake is created/submitted.
        Note: This notification is configurable by Admins only.
      • Project status changed: Notifies users who are associated with Project teams of a project status change.
      • Document uploaded: Notifies users when a document is uploaded and imported into a project.
      • Section ready for review: If users are reviewers on a section, they will get a notification when their assigned questions are finished and submitted for review by the authors.

  • Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

    Managing email notifications - Users

    1. Go to My Account and click the Preferences tab at the top of the page. The Email tab on the left is selected by default.
    2. Customize your email notifications as needed by turning the toggles on or off, then click Save.

    Managing email notifications - Admins

    1. Go to Organization Settings > Communications > Email Preferences.


    2. Do one of the following:
      • For new users, customize the email notifications as needed by turning the toggles on or off, then click Save.
      • For existing users, customize the email notifications as needed by turning the toggles on or off, then click Update for existing users at the top of the screen.

    Email preferences definitions

    Below is a list of all configurable email preferences:

    • Task assignments:
      • Question assigned: Notifies users when they have been assigned as an author of a question, or section in a project.
      • Section assignment: If users are assigned to a section they will be notified of a section task.
      • Section reviewer assignment: Notifies users that they have been assigned as a reviewer to a section.
      • Task assignment: Notifies users when a new task has been assigned to them.
    • Questionnaire events completed:
      • Export completed: Notifies users when a response package has been generated in a project.
      • Section author completed: Notifies users indicating that the specific author has completed their portion of the section in the project.
      • Section completed: Notifies the user indicating that an entire section has been marked as complete.
      • Section review completed: Notifies all members that the section has been reviewed and completed by the reviewer.
    • Discussions and alert reports:
      • Followed discussion notification: Users who are a part of a project can enable the Follow Discussion option to follow a discussion thread. This box can be checked in the Discussion tab and when a comment is created at the individual question level.
      • Mentions in comment: Notifies users when they are @mentioned in a comment.
      • Daily Task report: Sends users a detailed list of all tasks assigned to them. You can customize how far in advance before the individual due dates these notifications appear on the user’s Daily Task report.
      • Project due alert: Notifies users who are associated with Project teams of project due date alerts. The notification date is customizable based on the due date.
      • Content Moderation and Library Review Task report: Notifies users who are moderators that there is content pending moderation in the Content Library. Also notifies users who own content in Answer Library, Document Library, Section Templates if the content is pending review.
    • Status changes:
      • Clarification answered: Notifies clarification requestors when a clarification is answered.
      • Clarification submitted: Notifies users when someone has submitted a clarification and it has been imported into the Clarification tab of the project.
      • Intake submitted: Notifies users who are specified in the Intake settings section of the Organization Settings when a new intake is created/submitted.
        Note: This notification is configurable by Admins only.
      • Project status changed: Notifies users who are associated with Project teams of a project status change.
      • Document uploaded: Notifies users when a document is uploaded and imported into a project.
      • Section ready for review: If users are reviewers on a section, they will get a notification when their assigned questions are finished and submitted for review by the authors.

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