Connected Risk Email Tags Guide€¦ · ConnectedRiskEmailTagsGuide DocumentVersion1.0 4 Contents...

RefinitivConnected RiskEmail Tags Guide

Connected RiskEmail TagsGuideDate of issue: 31-March-2020Document version: 1.0

Connected RiskEmail TagsGuideDocument Version 1.0

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About this document

INTENDED READERSHIPThis material is intended for use by:

l Internal staff at Refinitiv.

l External users designated with an administrative role.

l Partners.

IN THIS GUIDEThis material provides information to enable you, to use email tags within theRefinitiv Connected Riskapplication.

SCREEN AND DATA ILLUSTRATIONSCertain data used herein is fictitious, expressly and solely prepared for the purpose of visual illustrationassociated with the appearance, maintenance, use, and operation of the program and its components. Do notsolely rely on this information as specifically significant to any operation or circumstance for which it wasused in illustration.

YOUR PERSONAL INFORMATIONRefinitiv is committed to the responsible handling and protection of personal information. We invite you toreview our Privacy Statement, which describes how we collect, use, disclose, transfer, and store personalinformation when needed to provide our services and for our operational and business purposes.

https://www.refinitiv.com/en/policies/privacy-statement


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Contents

Chapter 1 Introduction 51.1Where to Use Email Tags 5

Chapter 2 Email Signatories 6Chapter 3 Workflows 83.1Workflow Notification Emails 83.2Workflow Actions 10

Chapter 4 Routines 14Chapter 5 Notify Buttons 16Chapter 6 Tags Available for All Emails 19Chapter 7 Instance Level Email Tags 23


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Chapter 1 IntroductionThis guide describes the HTML email tags that can be used when creating custom emails to be sent fromsequences, instance pages and workflows inConnected Risk. These tags allow you to insert informationfrom the portal into your sent emails.

1.1 WHERE TO USE EMAIL TAGSEmail tags can be used in the following locations withinConnected Risk:

l Email Signatories

l Workflows

l Routines

l Notify Buttons


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Chapter 2 Email SignatoriesEmail Signatories can be configured using the email tags inAdmin > Configure > Configure Application >Application > Email Signatory.

Adding Email Tags to the Email Signatory1. From theHomemenu bar, go toAdmin > Configure > Configure Application.

TheConfigure Application page displays.

2. Click Application.

TheApplication Configuration window displays.

3. Click theEmail Signatory link at the top of theApplication Configuration window.

TheEmail Signatory section displays.

4. Fill in the details for theEmail Signatory.

SeeSetting up the Email Signatory in theConnected Risk Configuration Guide for more details.

5. Set Customise Enrolment email to Yes.

6. UseEmail Tags to enter the Text to prefix username and password in enrolment email and Text tosuffix username and password in enrolment email.


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7. Once you have completed the changes, click Submit.

TheApplication Configuration window closes and you are returned to theConfigure Applicationpage in themainConnected Riskwindow.

Chapter 2 Email Signatories


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Chapter 3 WorkflowsYou can use email tags to configure emails sent by workflows in the following locations:

l Workflow Notification Emails

l Workflow Actions

3.1 WORKFLOW NOTIFICATION EMAILSWorkflow Notification Emails can be configured from theEmails page in theWorkflow Templatewindow.

If you are accountable for updatingWorkflow Actions, you will receive notification emails with the relevantinformation and submission due dates.

The following emails are available:

l Action Approaching – An email sent to any accountable users when the workflow actions areapproaching overdue.

l Action Completed – An email sent to any accountable users when the workflow actions are created.

l Action Created – An email sent to any accountable users when the workflow actions are created.

l Action Overdue – An email sent to any accountable users when workflow actions are overdue.

Clicking the link from these emails launches theWorkflow Action Input screen.

Editing a Workflow Notification Email1. From the Home menu bar, go to Admin > Workflow > Workflow Templates.

TheWorkflow Templates page displays.


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2. Click theEdit icon, , next to theWorkflow Template that has theEmail that you want to edit.

TheWorkflow Templatewindow opens with the Template page displayed.

3. Click theEmails tab.

TheEmails page displays.

4. Click Edit for theEmail that you want to edit.

Chapter 3 Workflows


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The details of the .htm file display.

5. Edit the file and enter aReason for change.

6. Click Save New Version and Close.

TheEdit Filewindow closes and you are returned to theEmails page in theWorkflow Templatewindow.

3.2 WORKFLOW ACTIONSYou can use email tags to configure the email text sent when aWorkflow Action is created.

Adding Email Tags to Workflow Actions1. From theHomemenu bar, go toAdmin > Workflow > Workflow Templates.

Chapter 3 Workflows


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TheWorkflow Templates page displays.

2. Click theEdit icon, , of theWorkflow template you want to edit.

Chapter 3 Workflows


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TheWorkflow Template opens in a new window.

3. Either click , or click theEdit icon, , to edit an existingAction.

NOTE:Youmust add aPhase and aStep before you can add anAction.

Chapter 3 Workflows


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TheAdd/Edit Workflow Actionwindow displays.

4. Fill in the details for theWorkflow Action.

5. Scroll down to the bottom of theAccountable section.

6. In theNotification Subject andNotification Text properties, useEmail Tags to return the relevant text.

7. At the bottom of the window, click Save.

TheAdd/Edit Workflow Actionwindow closes and you are returned to theWorkflow Templatewindow.

Chapter 3 Workflows


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Chapter 4 RoutinesYou can use email tags to configure emails sent by the following Routines:

l Email driven by date

l Email Notify Custom Field Change

l Send Batch Email

l Send Custom Email

Adding Email Tags to Routines1. From theHomemenu bar, go toAdmin > Configure > Sequence Manager.

TheSequence Manager page displays, showing theSequences table.

2. Click theEdit icon, , in theRoutines column of theSequence that you want to add theRoutine to.

TheAdd/Edit Sequencewindow opens, displaying theRoutines page.


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3. Click .

TheAdd/Edit Routinewindow opens.

4. From the dropdown list, select one of the following options:

l Email driven by date

l Email Notify Custom Field Change

l Send Batch Email

l Send Custom Email

5. Fill in the details for theRoutine.

SeeAdding a Routine to a Sequence in theConnected Risk Administrator Guide for more details.

6. Fill in the parameters for the email usingEmail Tags.

7. Click Save.

TheAdd/Edit Routinewindow closes and you are returned to theAdd/Edit Sequencewindow.

Chapter 4 Routines


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Chapter 5 Notify ButtonsYou can use email tags to configure the emails sent by clickingNotify Buttons on Edit, Overview andWorkflow Action Template pages.

Adding Email Tags to Notify Buttons1. Select the requiredNode in aNode Map.

2. From theOptionsmenu bar, go toOptions > Enhancer Functions > Node Enhancer.

TheNode Enhancer window opens, showing theEdit Pages page.

3. Click theEdit icon, , of the page you want to edit.


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TheEdit Instancewindow opens, showing thePage Builder page.

4. Add a Table orRow to the page.

5. Click the Tags icon,

The Tags popup displays.

6. From the Tags popup, select Buttons > Notify Button.

7. Drag theNotify Button into the Table orRow you have created.

The Tag Parameters display.

8. Fill in the parameters for the button.

9. Click Save.

The Tag Parameters close and theNotify Button is added to the page.

10. In theEdit Instancewindow, click Save.

Chapter 5 Notify Buttons


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A confirmationmessage displays.

11. Click OK.

The template is saved and you are returned to theNode Enhancerwindow.

12. Close theNode Enhancerwindow.

13. On theSummary Page for theNode, click theEdit icon, , for the Instance you want to add thenotification to.

TheEdit Instancewindow opens.

14. Click theNotify Button you have created.

TheNotify re Instancewindow opens.

15. Fill in the details for the notification.

16. UseEmail Tags to enter theEmail Subject andMessage.

17. Click Send Email.

Chapter 5 Notify Buttons


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Chapter 6 Tags Available for All EmailsThe following tags are handled by theEmailNotification code class, which handles the sending of allemails. These tags can be used in any email template.

#ActionDueDateReturns theWorkflow Action Due Date from Admin > Workflow > Workflow Templates > Edit[Template Name] > Add/Edit Workflow Action. This tag has no parameters.

e.g. <#actionDueDate>

#ActionIdReturns theWorkflow Action Name from Admin > Workflow > Workflow Templates > Edit [TemplateName] > Add/Edit Workflow Action. This tag has no parameters.

e.g. <#actionID>

#ActionNameReturns theWorkflow Display Name from Admin > Workflow > Workflow Templates > Edit [TemplateName] > Add/Edit Workflow Action. This tag has no parameters.

e.g. <#actionName>

#AdminEmailReturns theAdministrator Email field from Admin > Configure > Configure Application > Application> Email Signatory. This tag has no parameters.

e.g. <#adminEmail>

#AdminNameReturns theAdministrator Name field from Admin > Configure > Configure Application > Application> Email Signatory. This tag has no parameters.

e.g. <#adminName>

#AppNameReturns the Title field from Admin > Configure > Configure Application > Application > Properties.This tag has no parameters.

e.g. <#appName>

#CriticalReturns ???. This tag has no parameters.

e.g. <#currentInstanceNodeName>


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#criticalReturns the name of the node that the current instance belongs to. This tag has no parameters.

e.g. <#critical>

#CurrentUserNameReturns the current logged inUserwho caused the email to be sent, if there is one. This tag has noparameters.

e.g. <#currentUserName>

#EmailReturns theEmail field from Admin > Configure > Configure Application > Application > EmailSignatory. This tag has no parameters.

e.g. <#email>

#FromUserNameReturns theName field from Admin > Configure > Configure Application > Application > EmailSignatory. This tag has no parameters.

e.g. <#fromUserName>

#GetRecipientLanguageReturns the 2 character language code, or blank, if the user is flagged as using theApplication Default. Thistag has no parameters.

e.g. <#getRecipientLanguage>

#GetTranslationReturns the translation from the Translation file, based on the language selected and the phrase given in theparameter.

Parameter Usage

key If key=text, the text is translated, then displayed.

e.g. <#getTranslation key=To access your dashboard select the link below>

#HTML????

Parameter Usage

format If format=true, email tags can be used.

e.g. <#html format=true>

Chapter 6 Tags Available for All Emails


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#LoginURLReturns the URL for the standard Login page for the portal. This tag has no parameters.

e.g. <#loginUrl>

#SetFromEmailAddressUsed to override the FromUserEmail tag that returns theEmail field from Admin > Configure > ConfigureApplication > Application > Email Signatory.

Parameter Usage

email If email=text, the text is displayed instead of theEmail field.

e.g. <#setFromEmailAddress [email protected]>

#SetFromNameUsed to override the FromUserName tag that returns theName field from Admin > Configure > ConfigureApplication > Application > Email Signatory.

Parameter Usage

name If name=text, the text is displayed instead of theName field.

e.g. <#setFromName name=Administrator>

#SignatoryNameReturns theName field from Admin > Configure > Configure Application > Application > EmailSignatory. This tag has no parameters.

e.g. <#SignatoryName>

#SubjectUsed to set the email Subject. This is not required inSequences that send emails as theSubject can be setfrom within these.

Parameter Usage

text If text=text, the text is displayed as theSubject of the email.

e.g.[#subject Text=<#currentInstanceNode>]

#ToUserFirstNameReturns theGreeting Name of the recipient User, as set in the user profile. This tag has no parameters.

e.g. <#toUserFirstName>

#ToUserNameReturns theDisplay Name of the recipient User as set in the user profile. This tag has no parameters.



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e.g. <#toUserName>

#URLReturns the url for

e.g. <a class="emailLink" href="<#url>"><Click Here></a>

#YouAccountableReturns a string in relation to theAccountable User of the instance. If it is the to user, It saysyou…, otherwise the prefix is the user's Display Name.

Parameter Usage

have True/False

If have=true, the suffix is have.

If have=false, the suffix is has. The default is false.

e.g.

you haveyou hasFred Smith haveFred Smith has

e.g. <#youAccountable have=false>

#WFTemplateReturns theWorkflow Template Name, as set in theWorkflow Template page. This tag has no parameters.

e.g. <#wftemplate>



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Chapter 7 Instance Level Email TagsThe following tags can be used in instance level email templates, particularlyWorkflow emails.

#AccountableReturns the display name of theAccountable User for the current instance, linked to theEdit Userwindowof that user. It also displays the hardcoded popup text Click here to view accountable person. This isgenerally used on an Instance Overview template. This tag has no parameters.

e.g. <#accountable>

#AddUserReturns the display name of theUser. This tag has no parameters.

e.g. <#addUser>

#ColumnDataReturns the column data for the column defined by the ID passed in the Column parameter.

e.g. <#ColumnData column=XYZ>

#ColumnTitleReturns the column title for the column defined by the ID passed in the Column parameter.

e.g. <#ColumnTitle column=XYZ>

#CurrentInstanceNameReturns the name of the current instance.

Parameter Usage

hotlink True/False

If hotlink=True, the name is hotlinked to the Instance Overview forthe instance. The default is False.

nameonly True/False

If nameonly=True,this returns the shortname for the instance. Thisis the name, without any of the possible addtions that can be set inAdd/Edit Node > General > Name Properties.

default If default=text, the text is displayed if there is no current instancerecord.

node If node=name, this returns the name from the current instance setin the node specified.

maxLength If maxLength=integer, this is used to truncate the text to thenumber of characters set. If set to 0 or not set, this means do nottruncate. The default is to show all characters, i.e. do not truncate.


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e.g. <#currentInstanceName nameonly=True>

#CurrentInstanceNodeNameReturns the singular Node Name of the node of the current instance. This tag has no parameters.

e.g. <#currentInstanceNodeName>

#CurrentInstanceNodePluralNameReturns the plural Node Name of the node of the current instance. This tag has no parameters.

e.g. <#currentInstanceNodePluralName>

#CurrentNodeNameReturns theName of the current node. It is generally used in anEdit Instance popup, from an InstanceOverview page. This tag has no parameters.

There is no real need to use this tag in preference to the Instance tags that return the same detail.

e.g. <#currentNodeName>

#CurrentNodePluralNameReturns thePlural Name of the current node. This tag has no parameters.

There is no real need to use this tag in preference to the Instance tags that return the same detail.

e.g. <#currentNodePluralName>

#DateInstanceAddedReturns the Instance Creation Date of the current instance. This tag has no parameters.

e.g. <#DateInstanceAdded>

#DescriptionUsed onOverview pages to display the value of the corresponding field onEdit pages.

Parameter Usage

prepHTML True/False

If prepHTML=True, this adds extra information into the field whichhelps to display it as HTML, namely carriage returns, including a<br> tag on the end, and hotlinked urls.

removeHTML True/False

If removeHTML=True, HTML formatting is removed from the field.

e.g. <#description removeHTML=False>

Chapter 7 Instance Level Email Tags


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#FirstNameReturns the First Name of the currently logged inUser, i.e. the first word in theDisplay Name property in theUser Profile. This tag has no parameters.

e.g. <#firstName>

#GetConfigGets the named application config value and returns it to the screen.

Parameter Usage

name If name=text, this returns the name of the application config key tobe returned.

default If default=value, this returns the value if the application config keydoes not exist.

e.g. <#getConfig default=12345>

#HighestLinkedInstanceUsed to get the highest linked instance of the current instance from the specified node. By default this returnsthe Instance Namewith a hotlink to the Instance Overview.

Parameters Usage

nodenoden

If node(n)=node name/s from the current instance, theseparameters define a string of nodes from which the highest linkedinstance is returned. The instance is returned from the highestnumbered parameter. Note that n starts at 2.

showDesc True/False

If showDesc=true, the description of the instance is returned.

InstanceNo True/False

If InstanceNo=true, the instance number is returned.

key If key=text, this defines a custom field to be returned.

dateshowtime

True/False

These fields are only valid if there is a key parameter defined. Thisflags that the key is a date field and whether or not to show the timestamp.

hotlink True/False

If hotlink=false, the instance value is not hotlinked.

section If section=text, this defines an Instance Overview Section to beloaded if required.

e.g. <#HighestLinkedInstance showDesc=False, hotlink=True>



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# InstanceActionsReturns a list of Actions for the current instance.

Parameter Usage

currentPhase True/False

If currentPhase=true, this returns actions linked to the currentphase only.

currentOnly True/False

If currentOnly=true, this returns actions that are linked to thecurrent instance only.

ShowSingleInstanceHeader True/False

If ShowSingleInstanceHeader=true, this displays a header abovethe table of actions. The default is true.

e.g. <#instanceActions currentPhase=True>

#InstanceAddedByUsed to insert the javascript for AJAX checking for instance AJAX selectors. This tag has no parameters.

e.g. <#instanceAddedBy>

#InstanceAttachmentCountReturns a count of Attachments for the current instance. This is generally used on anEdit Instance page injavascript if you need to check that an attachment has been added.

Parameter Usage


If currentPhase=true, this returns a count of the attachments linked to thecurrent Phase only.

docCategory If docCategory=text, this returns a count of the attachments in the specifiedDocument Category.

linkedAttachmentsOnly True/False

If linkedAttachmentsOnly=true, this returns a count of the linkedattachments only. The default is false.

e.g. <#instanceAttachmentCount docCategory=Reports>

#InstanceAttachmentsReturns a list of Attachments.



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Parameters Usage


If ShowSingleInstanceHeader=true, this displays a headerabove the table of attachments. The default is true.


If currentPhase=true, this returns attachments which are inthe same phase as the instance.

predefinedSortOrder True/False

if predefinedSortOrder=true, this uses the sortfield parameterto sort the list of attachments.

AlwaysHideCategoryGrouping True/False

If AlwaysHideCategoryGrouping=true, this hides theCategory Group Name.

AlwaysShowCategoryGrouping True/False

If AlwaysShowCategoryGrouping=true, this displays theCategory Group Name.

docCategory If docCategory=text, this displays the attachment with thatspecific Document Category.

none If none=text, this defines the text used if the tag has noattachments to report. the default is No attachments found.

AttachmentCats True/False

If AttachmentCats=true, attachments are grouped byDocument Category.

SortField If SortField=integer, this sets the sort order of the table. Seetable below for valid values.

count True/False

If count=true, a count of attachments is displayed above thetable. The default is true.

headings True/False

If headings=true, headings are included for each column in thetable. The default is true.

tdclass Sets the table cell style for left aligned columns. It overridesthe default of TableData.

tdclasscenter Sets the table cell style for centre aligned columns. Itoverrides the default of TableDataCenter.



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Parameters Usage

status True/False

If status=true, this shows a column for theReview Status ofeach attachment. The default is true.

relatesTo True/False

If relatesTo=true, this shows a column for the instance relatedto the attachment. The default is true.

fileSize True/False

If fileSize=true, this shows a columnwith file size informationof each attachment. The default is true.

author True/False

If author=true, this shows a columnwith the author of theattachment. The default is true.

contributor True/False

If contributor=true, this shows aContributor column, i.e. theuser who added the attachment. The default is true.

dateadded True/False

If dateadded=true, this shows aDate Added column. Thedefault is true.

description True/False

If description=true, this shows aDescription column. Thedefault is set via theAdmin > Configure > ConfigureApplication > Collaboration > Attachments property Canyou input Description for Attachments, which defaults totrue.

category True/False

If category=true, this shows aDocument CategoryColumn. The default is true.

imageView True/False

If imageView=true, this shows the attachment as an inlineimage. This is mainly used for specific cases where allattachments are images and can be displayed. This needs tobe used with care. The default is false.

relatesToHeading True/False

If relatesToHeading=true, this sets the text heading of theRelates To column. The default is Relates To.

emailFormat True/False

If emailFormat=true, various hotlinks are removed from theoutput. The default is false.



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SortField Values Column

1 Status column

2 Relates To

3 Attachment (name)

4 Description

5 Contributed By

6 Author

7 Date Created

8 Document Size

9 Document Category

10 Version Number

11 Actions

12 Status Custom Field

13 Notes

14 Action ID

18 Author Date – a custom field with key attDate, that can be defined and is related tothe date the attachment was authored

e.g. <#InstanceAttachments showSingleInstanceHeader=False, fileSize=True, author=True,contributor=True>

#InstanceCommentsReturns a list of Comments.

Parameters Usage


If ShowSingleInstanceHeader=true, this is used to display anInstance Level Summary section above the table. The default istrue

relatesTo True/False

Shows a column for the instance related to theComment. Thedefault is true.

status True/False

Shows a column for theReview Status of eachComment. Thedefault is true.



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Parameters Usage

AlwaysThreaded True/False

This works in conjunction withAlwaysTabular.

If AlwaysThreaded=false, the results are tabular. The default isfalse.

In reality, setting AlwaysThreaded=true is the only real override.

AlwaysTabular True/False

If AlwaysTabular=true, the results are tabular. The default is true.

CommentType If CommentType=text, this sets a a specific comment type to filterthe content. Valid values are defined inAdmin > Collaboration >Comment Types.

markCommentedAsRead True/False

If markCommentedAsRead=true, this sets all comments as Readfor the current user. The default is false.

e.g. <#InstanceComments relatesTo=False, commentType=Audit Comments>

#InstanceMetricsReturns a table of the instancemetrics for the current instance.

Parameters Usage

edit True/False

If edit=true, this includes an edit icon for eachmetric. This isbased on whether the user has the security right to edit themetric. If false, no edit pencil appears, regardless of rights.

width If width=no., this sets the width of themetric chart imagecreated. The default is 450 pixels.

height If height=no., this sets the height of themetric chart imagecreated. The default is 150 pixels.

e.g. <#InstanceMetrics edit=True, width=500, height=250>

#InstancesTableThis tag returns a list of instances. It is commonly used to show linked instances from one node to the otheron the Overview. For example Node X Overview shows linked Instances to Node Y.

Parameter Usage

node If node=node name, this defines the node from which the instancelist is returned.



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Parameter Usage

throughNode

throughNoden

If throughNode=node name, this defines a path between the currentinstance and the node to be displayed as defined above.

id If id=SummaryID, this defines theSummary Page ID thatprovides the columns for this output.

currentInstanceCheck True/False

If currentInstanceCheck=false, this returns all instances in thenode parameter, regardless of the connection to the currentinstance. The default is true and only returns linked instances.

e.g. <#InstancesTable throughNode=Business Incidents, id=Incidents Summary Page>

#InstanceTeamReturns a table of the team for the current instance.

Parameter Usage

none If none=text, this text is returned if there are no teammembers.

organization True/False

If organization=true, an organization columnwill be included in thetable. The default is false.

personHeading If personHeading=text - defines the heading used for thePersoncolumn. The default value is Person.

relationshipHeading If relationshipHeading=text, this defines the heading used for theRelationship column. The default value is Relationship.

e.g. <#InstanceTeam organization=True, personHeading=Product Owners>

#Team_MemberDisplays a selected teammember, by hotlinking by default to their dossier, or a comma separated list ifmultiple members exist, on an Instance Overview.

e.g. <#team_member>

#TeamMembersCreates a table of all of the teammembers for the current instance, with user name, relationship type, email,phone andmobile columns, and optionally anOrganization column.

Parameter Usage

none none=text, displays the text if there are no teammembers. Thedefault is No team members have been defined.



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Parameter Usage

organization True/False

If organization=true, an organization column is included. Thedefault is false.

personHeading If personHeading=text, this defines the heading of theUsercolumn. The default is Person.

relationshipHeading If relationshipHeading=text, this defines the heading of theRelationship Type column. The default is Relationship Type.

e.g.<#teamMembers none=No teammembers available, personHeading=Administrators>

#TodayDateReturns today’s date.

Parameter Usage

showTime True/False

If showTime=true, this returns the time as well as the date. Thedefault is false.

e.g. <#todayDate showTime=True>


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