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Coupa Success Portal

Compliance Category Text Management

The Custom Email Text Management page (under the Admin tab > Email Management section > Custom Email Text Management link) is used to customize the subject and body text of standard email notifications.

All emails in Risk Assess can be customized (including the many system-generated emails in the application) and localized. Each of these emails has a predefined recipient and timing which cannot be changed. These emails are triggered by specific workflow events. Risk Assess can utilize the Send Notification component in Programs to trigger additional emails to the preferred recipients.

The following reference documents should be utilized in support of managing emails in Risk Assess:

  • Coupa Email Notification Reference Guide: The Email Notification Reference Guide contains a description for each of the standard workflow emails in Risk Assess. Details on standard text for each email, the recipients, tags that are supported for incorporating information from the enrolled object, and the workflow event that triggers the email are included. Additionally, the guide delineates between standard emails that are available for customization through the User Interface in the Admin tab and those that require an update to the tenant localization file.

  • Risk Assess Reference Guide: The Reference Guide contains procedural instruction for Standard Administration functions for managing customer standard workflow emails—customization, localization, and suppression (if the customer does not want the emails to be transmitted).

  • Risk Assess Program Component Reference Guide: The Program Component Reference Guide contains detailed instructions on how to configure the Send Notification component for inclusion in an Enterprise and /or Robo program workflow (see below for an excerpt).

Following are key points to keep in mind when utilizing the Custom Email Text Management function:

  • Individual email notifications can be disabled in batch using the Email Suppression spreadsheet (Excel), which can be requested by contacting Coupa Client Services or Customer Support. This spreadsheet should also be submitted to Coupa for processing.

  • The Send Notification component allows emails to be transmitted throughout the life cycle of a program (Evaluation Submit, Evaluation Approve and Evaluation Complete) to designated members of a program or organization. It provides the user with the option to specify a system email type to send, and the notification is sent as soon as any of the program life cycle workflow events occur.

  • The Send Notification component can be included in enterprise and relationship-based Programs (Risk, performance, and compliance) as part of the normal program workflow. These emails are generally used to notify individuals who are not in the program workflow of status as the process progresses. Send Notifications can also be included in Robo Programs that are triggered by enrollment rules to send out of workflow emails when data is updated or certain conditions are met.

    • The Launch Condition configuration on the Send Notification component determines when in the workflow the component will trigger and send the email. This is only applicable to Enterprise programs, not Robo programs.

  • Use the Send Notification component to send a custom workflow-related email to a specific user, group or email address that is not currently defined as the recipient for that email type.

    • The custom emails generated via the Send Notification component and the Generic Email Type in Custom Email Management are related to one another. Do not suppress (disable) the Generic Email Type if you are configuring Send Notification components with “Email to send?” = Custom (Admin tab > Program Management > Program Component Library).
    • To temporarily suppress custom emails that are generated via the Send Notification component (rather than having to edit the component and reactivate the program), suppress the Generic Email Message (Add New Component button > ‘Email to send?’ dropdown selection field) by setting the ‘Disable Notification’ dropdown selection field to ‘Yes’ (Admin tab > Email Management section > Custom Email Text Management).
    • If the user has a generic email that they do not wish to send any more, set to Status = inactive for that email.
      • The customer can use the Suppression spreadsheet to identify which emails they wish to suppress by entering ‘TRUE’ on the specific lines in the spreadsheet for those emails.
  • Emails that the client does not want to send as part of their desired workflow, can be suppressed via the Custom Email Management function under the Admin tab. Emails that are not managed in Admin can be suppressed in the tenant localization file, or by using the Suppression spreadsheet.

    • For detailed information about what a specific line in the Suppression spreadsheet references, customers can cross-reference the XML tags in the spreadsheet with the Email Notification Reference Guide.

Send notification component

The Send Notification component can be created via the Admin tab > Program Management section > Program Component Library link for enterprise and relationship-based programs.

Component specific configuration options

Following is a list of dropdown and checkbox configuration options that display for selection/indication under the ‘Send Notification’ field (Add Program Component screen):

DROPDOWN / CHECKBOX CONFIGURATION OPTION

DESCRIPTION

Supplier Send To User Defined Field?

Dropdown field that allows the user to define the individual recipient of the email based on the value in a Supplier UDF type of User Selector. Use this field when the enrolled object is a supplier.

Relationship Send To User Defined Field?

Dropdown field that allows the user to define the individual recipient of the email based on the value in a Relationship UDF type of User Selector. Use this field when the enrolled object is a relationship.

Engagement Send To User Defined Field?

Dropdown field that allows the user to define the individual recipient of the email based on the value in an Engagement UDF type of User Selector. Use this field when the enrolled object is an engagement.

Product Send To User Defined Field?

Dropdown field that allows the user to define the individual recipient of the email based on the value in a Product UDF type of User Selector. Use this field when the enrolled object is a product.

Supplier Send To Group Defined Field?

Dropdown field that allows the user to define the group recipient of the email based on the value in a Supplier UDF type of Group Selector. Use this field when the enrolled object is a supplier.

Relationship Send To Group Defined Field?

Dropdown field that allows the user to define the group recipient of the email based on the value in a Relationship UDF type of Group Selector. Use this field when the enrolled object is a relationship.

Relationship Send To Group Defined Field?

Dropdown field that allows the user to define the group recipient of the email based on the value in a Relationship UDF type of Group Selector. Use this field when the enrolled object is a relationship.

Engagement Send To Group Defined Field?

Dropdown field that allows the user to define the group recipient of the email based on the value in an Engagement UDF type of Group Selector. Use this field when the enrolled object is an engagement.

Product Send To Group Defined Field?

Dropdown field that allows the user to define the group recipient of the email based on the value in a Product UDF type of Group Selector. Use this field when the enrolled object is a product.

Group To Send To (Each member of group will get email)?

Dropdown field that allows the user to select the group recipient of the email from the list of defined groups.

Send notification to internal evaluator(s)?

Checkbox that allows the user to indicate to send notification to individual(s) designated as the internal evaluator(s) for the program.

Send notification to internal program manager(s)?

Checkbox that allows the user to indicate to send notification to individual(s) designated as the internal program manager(s) for the program.

Send notification to external evaluator(s)?

Checkbox that allows the user to indicate to send notification to individual(s) designated as the external evaluator(s) for the program.

Send notification to external program manager(s)?

Checkbox that allows the user to indicate to send notification to individual(s) designated as the external program manager(s) for the program.

Prevent Parent Notifications?

When this checkbox is indicated, parent notifications will not be utilized to send emails. For example, if the checkbox is indicated and the “Send notification to third party managers?” “Send notification to external third party account manager?” “Send notification to internal relationship manager?” and “Sent notification to external relationship manager?” checkboxes are also indicated, then only the relationship managers notifications would be sent. If unchecked, then the third party managers and relationship managers would receive emails for a relationship enrollment.

Send notification to internal third party manager?

Checkbox that allows the user to indicate to send notification to the individual designated as the Default Supplier Manager for the enrolled supplier.

Send notification to external third party account manager?

Checkbox that allows the user to indicate to send notification to the individual designated as the Default Account Manager for the enrolled supplier.

Send notification to internal relationship manager?

Checkbox that allows the user to indicate to send notification to the individual designated as the Internal Relationship Manager for the enrolled relationship.

Send notification to external relationship manager?

Checkbox that allows the user to indicate to send notification to the individual designated as the External Relationship Manager for the enrolled relationship.

Send notification to internal product manager?

Checkbox that allows the user to indicate to send notification to the individual designated as the Product Manager for the enrolled product or supplier product.

Send notification to external supplier product manager?

Checkbox that allows the user to indicate to send notification to the individual designated as the External Supplier Product Manager for the enrolled supplier product.

Send notification to engagement manager?

Checkbox that allows the user to indicate to send notification to the individual designated as the Engagement Manager for the enrolled engagement or candidate supplier.

Send notification to external candidate supplier manager?

Checkbox that allows the user to indicate to send notification to the individual designated as the Default Account Manager for the enrolled candidate supplier.

Send notification to all external party active contact(s)?

Checkbox that allows the user to indicate to send notification to all active contacts for the enrolled supplier.

Email address to send notification (does not need to be system user)?

Free-text field that allows the user to define the recipient by entering a valid email address.

Download Component Name 1 For Document To Include In Email?

Dropdown field that allows the user to select the component that contains the document attachment to be included in the email notification.

Download Component Name 2 For Document To Include In Email?

Dropdown field that allows the user to select the component that contains the document attachment to be included in the email notification.

Download Component Name 3 For Document To Include In Email?

Dropdown field that allows the user to select the component that contains the document attachment to be included in the email notification.

Email to send?

Dropdown field that allows the user to select the type of email that will be sent for this notification. Select ‘Custom’ to define the email subject and body text within the component configuration.

NOTE: Emails sent to recipients configured in this option are not written to Recently Sent Emails (Admin tab > Email Management section > Recently Sent Emails link). The email addresses cannot be associated with a valid user in the application.

If email type of custom selected above, enter subject text for email?

Manually-entered Subject for the email message that is defined within the program component configuration.

If email type of custom selected above, enter body text for email?

Body text (free-text) field for the email message that is defined within the program component configuration. An Admin user or Program Admin enters the text to display when this particular notification is sent.

Include a PDF result of the program in the email?

When this checkbox is indicated, the program result will be saved in a PDF format and attached to the email notification.

PDF configuration file to use for results format

Dropdown field that allows the user to select the file that defines the format in which the program result should be written to the PDF attachment.

Launch Immediate Condition

Dropdown field that allows the user to select the program workflow status after which the notification will be sent. Options: None, Launch, Submit, External Approval, Internal Approval, Program Complete.

For Send Notification components that are launched from Robo Programs, continue to use Launch Immediate Condition = None (Admin tab > Program Management > Program Component Library > Add New Component > Send Notification “component” > Launch Immediate Conditional field).

Component display in an evaluation

This is a hidden component. The Send Notification component configuration is not displayed in the evaluation or the approval. A Program Admin user can configure the component within Program configuration.

RA - Component Display in an Evaluation.png

Following are notes pertaining to the Send Notification component configuration in an Evaluation:

  1. Define custom text for the notification by creating custom email messages.

  2. Use the Generic Custom Email type to create net new custom workflow messages.

  3. UDFs must exist on the target system when a program is imported using this component type. The Send Notification component can be reconfigured after import if the UDFs are created after import.

  4. Email Text Replacement is supported in the ‘Subject’ and ‘Body’ fields of the Send Notification Component. The following tags, which can be included in the body of the email to populate the email with information that is specific to the enrolled object, are supported (Not all tags are applicable based on enrollment):

  • USERNAME
  • TOUSERFULLNAME

  • TOUSERFIRSTNAME

  • TOUSERLASTNAME

  • ENROLLEDENGAGEMENT

  • ENROLLEDENGAGEMENTNUMBER

  • ENROLLEDRELATIONSHIP

  • ENROLLEDRELATIONSHIPLOCATION

  • ENROLLEDRELATIONSHIPNUMBER

  • ENROLLMENTNAME

  • ENROLLMENTRULENAME

  • ENROLLEDSUPPLIERLOCATION

  • ENROLLEDSUPPLIER

  • EXTPARTYEXTREFERENCE

  • SUPPLIERDUNS

  • SUPPLIERTIN

  • PRODUCTNAME

  • PRODUCTPARTNUMBER

  • SUPPLIERPRODUCTNAME

  • SUPPLIERPRODUCTNUMBER

  • PROGRAMNAME

  • EVALUATIONNAME

  • EXTERNALPARTYNAME

  • INTERNALPARTYNAME

  • INTERNALRELATIONSHIPMANAGERINFO

  • EXTERNALRELATIONSHIPMANAGERINFO

  • EXTERNALPARTYEXTERNALREFERENCEID

  • DATENOW

  1. Use !DIRECTLINK! within the Send Notification Component email body section to enable users to add a link in custom emails that will allow users (both internal and external) to be brought directly to the evaluation or approval without having to login. The embedded link, which references an HTML Display text component, remains usable until the evaluation or approval is submitted or approved, or if the link expiration timeout limit is reached.

The link expiration timeout is a tenant-level setting that is set to 60 days by default. Contact Coupa Customer Support to change this setting.

  1. The display text of the HTML Display Text program component (Admin tab > Program Management section > Program Component Library link > Add Program Component button) can be included in the Send Notification Component (email body section) using the email tag (!HTMLDISPLAYCOMPONENT-componentname!), where “componentname” is replaced with the field name of the HTML Display Text component.

A limited set of predefined tags are supported in the various emails. See the charts in Appendix A: “Email Replaceable Parameters and where they are used,” in the Email Notification Reference Guide for a complete list of the predefined tags.

Please refer to the appendix of this document for component field names for standard fields. Correct field names for inclusion in this component can be confirmed by looking up the information management field in the Admin tab > Program Management section > Program Component Library. For example:

RA - Program Component Library.png

  1. Only a single HTML Display Text component is supported in the Send Notification component. This means that the user can only employ one of the HTMLDISPLAY text tags in a given email.

  2. For Send Notification components that are launched from Robo Programs, continue to use Launch Immediate Condition = None (Admin tab > Program Management > Program Component Library > Add New Component > Send Notification “component” > Launch Immediate Conditional field).

Changing the display value of an HTML display component in an evaluation will change it on all past evaluations.

To create a Send Notification component for enterprise and relationship-based programs, follow the steps below.

Go to Admin > Program Management > Program Component Library. Click the Add New Component button.

RA - Add New Component Button.png

In the Add Program Component page, enter the required (*) information and indicate / enter / select any preferred data, and choose Send Notification from the Component field.

RA - Add Program.png

Select the appropriate program type and category from the dropdown menu.

RA - Add Program 2.png

Complete the required (*) fields, as well as any optional fields.

RA - Add program 3.png

Click the Save button to save the component. Or, click the Cancel button to discard the data.

Configuration Options available for Custom Email Text Management include:

  • Email Type - Dropdown field of workflow events for selection that trigger the notification
  • Program Type - Dropdown field that specifies program as performance, compliance, risk or Info Management
  • Category - Dropdown field that specifies the program category within the selected program type
  • Culture - Dropdown options of the language in which the message should be displayed
  • Disable Notification – Yes/No dropdown indicator of whether or not the user should receive this email notification type from Risk Assess
  • Active - Checkbox indicator of whether the email notification is active and available to the Risk Assess workflow or if it is inactive and saved as a draft
  • Subject - Free-text short description field for the email
  • Text - Free-text email body, includes rich text controls if the user prefers to format their entered body text

Prior to adding a logo as part of a custom email message, the Admin user must create and submit a Coupa Customer Support ticket, requesting that the logo be added as part of their Risk Assess branding directory.

To configure custom email text for a custom email, follow the steps below.

Go to Admin > Email Management > Custom Email Text Management > Click the New button.

RA - Email Management.png

Select an email type, program type, and category from their respective dropdown menus.

Complete the required (*) fields, as well as any optional fields.

Click the Save button to save the custom email text. Or, click the Cancel button to discard the data.
 

 

 

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