Creating and Managing Notifications

Overview

Notifications are used to communicate requirements or completed actions to users. They play a critical role in workflows by alerting users to records requiring their attention or confirming that a required action has been completed.

Notifications are sent via email to recipients and can be created and managed within the Workflow Configuration screen. From the left-hand menu, go to Settings, choose Workflows from the dropdown, choose the appropriate workflow from the list, then open the Notifications tab.

Notifications can be configured to trigger during workflow stages or transitions, such as on button clicks or based on other criteria. For more details on setting these up, refer to this additional documentation.

Creating a new Notification

• Click the Add Notification button at the bottom of the table to create a new notification.
• Fill in the following details:
  • Subject: The subject line, as it will appear in the email.
  • Body: The main content of the email.
  • Sign Off: The footer of the notification, which appears below the email body.
  • Reply To: The email address where replies to the notification will be sent.

Manage an existing Notification

From the list of notifications, click on the one you'd like to edit. All changes will be saved automatically.

Adding Links to Notifications

Hyperlinks can be included in notifications to allow recipients to quickly navigate to a specific URL or the record that triggered the email.

To Add or Edit a Hyperlink:

1. Highlight the text you want to hyperlink within the notification body.

2. Click the chain icon (🔗) in the toolbar to open the hyperlink options.

3. Set your link:

   • Paste the desired URL to create a standard web link.

   • Or click “Link to Record” to automatically insert a link to the record that triggered the notification.

     • NB: When using the Link to Record option, the button within this email will use then use the text hyperlinked as the button text. Also a link will appear in the body of the email where you added the link. See below for an example of this setup and how this appears in an email.

4. If the text is already hyperlinked:

   • Click the existing hyperlink.

   • Click the Edit button that appears.

   • From here, you can edit the URL and click Save, or switch to “Link to Record” if you want to link to the record instead.

5. To remove a hyperlink, click the linked text, then select the option to remove the link.

Referencing Data within Notifications

To include information specific to the record that triggered the notification, reference workflow fields in the notification.

Format:

#[Field Name]

Example:

• Subject:

Assessment Submitted - #[Third Party Name]

• Body:

Hello #[Reviewer]!  

You have been assigned as the Reviewer for a Third Party Assessment for #[Third Party Name].  

It's your responsibility to:  
- Check the accuracy of the answers to the questions.  
- Review the calculated scores and override them where necessary.  
- Return the assessment if additional information is needed from the Third Party.  
- Create Findings, Actions, and/or Exceptions to mitigate identified risks.  
- Approve the final risk or manually override the value.  

Please log in to the platform and review the Third Party Assessment at your earliest convenience.

Open Assessment

Kind Regards,  
The SureCloud Team  
For assistance, contact success@surecloud.com.

• Sign Off:

SureCloud
SureCloud, 1 Sherwood Street, London, W1F 7BL, United Kingdom

CONFIDENTIALITY NOTICE: This e-mail message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential or privileged information.
Any unauthorised review, use, disclosure or distribution is prohibited. If you are not an intended recipient, please contact the sender immediately and destroy all copies of the original message. Thank you.
SureCloud Limited. Registered in England and Wales. Registered number: 5703655. Registered Office: 1 Sherwood Street, London, England, W1F 7BL

Setting Up a Notification to Send

Once a notification is created, it can be configured to send as part of the workflow. For more information on setting this up, refer to this additional workflow configuration documentation.