Batch Email Notifications 4.0

Entity Management (EM) provides client users email notifications to inform them when action needs to be taken or when activities occur. The email notifications can be grouped by notification type and sent in batches to reduce the number of emails sent to users on a configurable frequency. The client organization can determine the desired grouping of notifications and when each notification type is sent.

Email notifications are eligible to be batched and configured by services on behalf of the client. The following are a list of all notifications pertaining to EM that can be chosen by the client to be batched.

The following email notifications inform the user of the outcome of an initiated import or export. It notifies the user the import or export has completed successfully or failed.

The following email notifications inform the user of the outcome of the transitioned task. The notification is only sent to the user that transitioned the task and is not sent to all stakeholders or users affected by the task.

The following email notifications inform the user when a task has been assigned to the user and/or when a comment was added to the assigned task.

An RP review email notification is sent to the assigned user prior to the Review Due Date on the entity/tree when no open RP Verification workflow exists. The user may use the link in the email to initiate the RP Verification.

Kingland must configure the email notification batch functionality by notification type as desired by the client organization.

Email notifications are able to be configured and batched into different notification types depending on client need. This allows the client to assign a notification into a preferred category. A notification is only able to be assigned to a single notification type. Note: The email batch notification is a consolidated log of the individual emails sent to the user within the specified timeframe. This means the user may have already taken action on a particular listed item by the time the batch notification is sent.

The following notification types can be configured by the services team. Each notification type does not need to be enabled; the client can configure which notification type(s) they want enabled/disabled.

The client organization contacts Kingland to set the desired email notification batch configuration, including the email notification type, frequency, and scheduled send time.  As an example, the client organization may choose to send Pending Action notifications on Monday and Thursday at 8:00 am and choose to send Awareness notifications on Wednesday at 10:00 am. The configurations allow for a wide variety of frequencies and scheduled send times. Examples of frequencies a client organization might use include the following:

Once the batch email notification configurations are set, users will receive emails only at the specified days/times for each notification type. The language in the body of the email will vary depending on the set frequency (i.e., if notifications are sent every week, the email includes "Here are your pending actions from the past week:").

The following items will be configurable by the services team on behalf of the client. The following images and information are the default format for batch email notifications in EM.

Kingland must configure the email notification batch functionality by notification type as desired by the client organization.

The language displayed in batched email notifications will depend on the type of notification and the frequency in which the batch notification is sent. Multiple notifications may appear in a single email but only one notification type is configured per email batch. The client determines how often and when the various batch notifications are sent.

An email body sample for each type of batch email notification is depicted below. All information referencing Kingland will be configured using the client organization information (e.g., logo, address, phone number, links, text).

The Pending Action batch notification alerts the user that action needs to be taken. The client is able to determine and configure which notifications they want batched for pending action. If the client prefers not to have this notification type they may disable it. The following are examples of notifications that might be batched for pending action:

The Awareness batch notification informs the user of activities or actions that have been completed. The client is able to determine and configure which notifications they want batched for awareness, and can disable the notification type it if they prefer. The following are examples of notifications that might be batched for awareness:

The Import and Export batch notification informs the user of import and export status. The client is able to determine and configure which notifications they want batched for import & export, and can disable the notification type it if they prefer. The following are examples of notifications that might be batched for import & export:

The My Tasks batch notification informs the user of workflow task transitions, assigned tasks, and comments. The client is able to determine and configure which notifications they want batched for My Tasks, and can disable the notification type it if they prefer. The following are examples of notifications that might be batched for My Tasks:

Kingland must configure the email notification batch functionality by notification type as desired by the client organization.

The actions allowed depend on the batch notification configurations and specific notification type. In general, hyperlinks and buttons are provided to perform the necessary actions.