Form Notifications

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Email Notifications

Each form created in ITAM allows for form specific email notification/confirmation upon successful submission of a record entry using the specified form. The email notification feature of ITAM is very powerful. Administrators/Form Designers have the ability to customize several email notification parameters. Access to a forms email notification settings is provided via the notifications button/tab below the form entry in the Form Manager.

Regardless of the form you are working with, the Notification options are the same and only applicable to that specific form which gives you a powerful feature to manage how information notification flows are controlled.

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Notification Settings Interface

The notification settings interface consists of a pane containing four primary options. The first option is available to define an email notification to the administrator/form designer. The second option is available to define an auto-responder type email notification to the user who completes and successfully submits the form. The third option allows sending the form data to any other custom URL. The fourth option is used to send administrative notices to users based on a schedule.

To enable any one or all of the options, select the check box adjacent the notification option title.

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Customizing the Basic Email Options

Selecting any of the the notification options will display a "more options" link that when clicked will reveal additional customization options. These customization options should be familiar to most email users. Clicking and hovering over the green question mark icon adjacent to each option will display additional help. However, several specific features are described further below.

Customizing the Subject and Content

The Email Subject and the Email Content fields of the email notification options are fully customizable. Using the “template variables” link at the bottom of the option pane allows the insertion of form data into these fields. HTML code and CSS may also be used to customize the content of the email.

Send Notification Emails to My Inbox

Enable this option to send a receipt copy of the submission to the designated administrator or manager of the specific form, questionnaire or module.

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A few special options you may select are:

  • Send Module Data In Plain Text Email Format: This option includes a text version of the module's data submission in a prepared email message to all recipients listed.
  • Send Module Data In PDF Email Attachment: This option includes a PDF version of the module's data submission in a prepared email message to all recipients listed.
  • Send Module Report Data In Zip Email Attachment: This option attaches the module's template output as a Zip file attachment in a prepared email message to all recipients listed.

Send Confirmation Email to User

Enable this option to send a receipt copy of the submission to the designated user or users of the specific form, questionnaire or module.

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A few special options you may select are:

  • Send Module Data In Plain Text Email Format: This option includes a text version of the module's data submission in a prepared email message to all recipients listed.
  • Send Module Data In PDF Email Attachment: This option includes a PDF version of the module's data submission in a prepared email message to all recipients listed.
  • Send Module Report Data In Zip Email Attachment: This option attaches the module's template output as a Zip file attachment in a prepared email message to all recipients listed.

Send Form Data to Another Website

Enable this option to send data elements to external web applications. This is useful for integrating ITAM captured form data with other web applications such as Continuum GRC, MailChimp, Salesforce, Basecamp, etc.

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Specifically:

  • Website URL: Place the URL of your integration application here.
  • HTTP Method: This gives you the choice between HTTP Get, HTTP Put and HTTP Post (The recommended) methods of integration.
  • Use HTTP Authentication: If your integration application requires authentication then choose this option.
  • HTTP User Name: If your integration application requires authentication then enter the account that will be used.
  • HTTP Password: If your integration application requires authentication then enter the password that will be used.
  • Use Custom HTTP Headers: If you need to send custom headers to your integration application then choose this option.
  • HTTP Headers: A JSON object of all HTTP Headers you need to send
  • Data Format: This option allows you to be very specific with the data elements you integrate with your external web application.
  • Send Key-Value Pairs: These are predefined data elements.
  • Send Raw Data: Enter any content you would like to send here. You can use any data format (e.g. JSON, XML or raw text). Just make sure to set the proper 'Content-Type' HTTP header.
  • Parameters: This option enables you to specifically identify those data elements you want to integrate with your external web application.
  • Name: You can type any parameter name you prefer here.
  • Value: This parameter should be the template variable of the field you would like to send. Such as {element_1} or {element_2}, etc. You can also enter any static value you may have used.
  • You can insert template variables into parameter values or data: A template variable is a special identifier that is automatically replaced with data typed in by a user. Simply copy the variable name (including curly braces) into your email template. You can insert template variable into Email Subject and Email Content.

Send Administrative Notices to User

Enable this option to send administrative notices to users based on a schedule.

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Similarly to sending a regular email message to another person or distribution group email address, the IT Audit Machine's powerful messaging system provides functionality to schedule these messages.

Specifically:

  • Recipient: Enter the recipient's, multiple recipients separated by a semicolon or comma or group's email address.
  • Message Subject: Include a meaningful subject line to your recipients just like you would a regular email message.
  • Message Body: Include a meaningful message to your recipients in the message body just like you would a regular email message.
  • Notification Frequency: The Notification Frequency section allows you to determine the schedule your administrative notice will be sent.
  • One Time: The One Time option is used when you want to send an Administrative Notice to your recipients just once. You will select the date for the action to occur.
  • Monthly: The Monthly option is used when you want to send an Administrative Notice to your recipients every month. You will select the date for the action to occur.
  • Quarterly: The Quarterly option is used when you want to send an Administrative Notice to your recipients every quarter. You will select the start month and date for the action to occur.
  • Annual: The Annual option is used when you want to send an Administrative Notice to your recipients just once a year. You will select the date for the action to occur.
  • Include form URL: The form URL will be included in the Administrative Notice message. Please keep in mind that for information security purposes, a recipient will most likely be required to log into ITAM in order to open it up.

Send Reminder Notices to User

Enable this option to send reminders to users based on a schedule.

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Similarly to sending a regular email message to another person or distribution group email address, the IT Audit Machine's powerful messaging system provides functionality to schedule these messages.

Specifically:

  • Recipient: Enter the recipient's, multiple recipients separated by a semicolon or comma or group's email address.
  • Message Subject: Include a meaningful subject line to your recipients just like you would a regular email message.
  • Message Body: Include a meaningful message to your recipients in the message body just like you would a regular email message.
  • Reminder Frequency: The Notification Frequency section allows you to determine the schedule your administrative reminder notice will be sent.
  • Days Prior to Deadline: The One Time option is used when you want to send an Administrative Reminders to your recipients just once ahead of a deadline date.
  • Date: The One Time option is used when you want to send an Administrative Reminder to your recipients. You will select the date for the action to occur.