Messaging & Reminders

Certificate Notifications

Depending on how you use YourCompliance’s features, you may want to send reminders to your team based around events related to your certificates.

To send notifications you need to have first set up:

• Message templates – these are the the actual message themselves and include the text and images formatted in the way that suits your brand (you can read about creating messages here).

• Notification Groups – these are the clusters of users who you intend to send the messages to (you can read about setting up Notification Groups here).

• Message Sending Configuration – this defines what email address the messages will be sent from (you can read about setting up Messaging Sending here).

This article will deal with the creation of the rules that define what should send and when, we call these rules “Certificate Notifications” and these are administered in the dashboard under Settings > YourCompliance > Certificate Notifications or by clicking here:

https://dashboard.yourwelcome.com/settings/product/compliance/notifications

Visiting this page will show you your table of Notification Rules. Clicking the More menu (3 dots) on the right of a row, allow you to edit or delete any that you have or clicking ‘Add New’ will take you the set up page.

Setting up the rules is a simple 2 step process:

1. NOTIFICATION

From here you will enter:

Subject – this is the email subject line and will be visible to the recipient so choose something that is clear to ensure they open the message. You can add shortcodes to your subject line to personalise it to the certificate. Read about adding Shortcodes and the full list of which ones are available here.

Message Template – this is where you select which of your pre-existing message templates should be used (ie the contents of the message). Message Templates should have been set up prior to this and you can read about creating Message Templates here.

Notification Group – this defines which cluster of your users should receive the message. Read all about Notification Groups here and ensure your group has the correct department / user allocation or the message still may not be received.

There is an option here to choose a custom mailbox. If this is NOT ticked then the default mailbox will be used for sending however if you want certain messages to go from certain mailboxes you can set these here. Read more about Message Sending and custom mailboxes here.

When – these are the configurable items as to when the message should be sent which include:

• Number of
• Days, Weeks or Minutes
• Before or After
• the trigger point – Each certificate has what we call ‘trigger points’ (ie specific dates & times) these include:
  • The Certificate Expiry Date
  • The moment an uploaded certificate has been approved
  • The moment an uploaded certificate has been rejected

2) Certificate Types

Step 2 simply involves choosing which certificate type this notification applies to.

Once you’re happy with the configuration click the green ‘Save’ button on the left and you will be returned to the main table with your Notification Rule added.