Under Settings, Notifications the Organisation Admin sets the schedule of the emails portierX sends when a key or a right reaches its end date, and when the reminder about an access review goes out. The page shows the schedule as a table with the columns When and Who gets an email.
Also called: reminders, chasers, escalation, return reminder.
The section A key or right reaches its end date lists the emails in the order they go out.
When | Who gets an email |
|---|---|
Before the end date, the entered number of days before | The holder, the issuer, the company's Responsible person and the approver |
On the end date | The same people |
After the end date, the entered number of days after, only while the key is still out | The same people |
Still not back after the entered number of days, for keys that needed approval after the number under Keys that need approval, after; once | The recipient under Email: everyone with a role, the Responsible person of the place or the company's Responsible person |
Reported lost, straight away | Everyone with the Security Monitor role |
Below it, Who cannot switch them off carries one tick per recipient: Holder, Issuer, Company's Responsible person, Approver. All four get the emails before, on and after the end date. The tick decides who cannot switch them off on their own account page.
The section Access reviews lists the emails to the people who answer a review: When a review starts to Everyone the review asks to answer; Before the due date, the entered number of days before, to Everyone who still owes the review answers; The day after the due date to the same people.
Open Settings, then Notifications.
Under Before the end date, enter how many days before the end date the first email goes out.
Under After the end date, enter how many days after the end date the reminder goes out.
Under Still not back after, enter after how many days the last email goes out, and under Keys that need approval, after the days for keys that needed approval. That number is at most the first one.
Under Email, pick who gets the last email: everyone with a standard or custom role, The Responsible person of the place the key opens, or The company's Responsible person of the holder. The line under the selector says who that is in your organisation.
Under Who cannot switch them off, tick the recipients who must keep getting the emails before, on and after the end date.
Under Access reviews, Before the due date, enter how many days before the due date the reminder about a review goes out.
Click Save.
Every hour portierX checks which emails are due and queues each one once per key, step and recipient. The schedule applies from the next check, for keys that are already out as well.
A reminder goes out only while the key is out with the same return date. If the key comes back, goes out again or its date changes, the reminder is dropped.
The last email names who was told before and when. It waits until the reminders before it have been sent, and goes out once.
The email about a lost key goes to every Security Monitor once the loss is reported. An organisation with no Security Monitor sends it to nobody.
Every recipient sees on their own account page which reminders they get, and switches off what is not ticked as required.
Every sent and every unsent reminder is written to the Audit Log.
The Notifications page needs the Organisation Admin role. Someone who may only view settings sees the values with the note Read-only field.
Every number of days is a whole number from 1 to 3650.
Keys that need approval do not wait longer for the last email than other keys.
Until an organisation saves its schedule: 14 days before, 3 days after, the last email after 7 days to everyone with the Security Monitor role, no required recipient, the review reminder 3 days before the due date.
The company's Responsible person gets the emails only when the holder's company names one. Otherwise nobody gets that copy, and nobody stands in. The same holds for the Responsible person of the place as recipient of the last email.
A role as recipient means everyone who holds that role on the day the email goes out. A deactivated custom role sends nothing; the selector shows it as not available until you pick another.
Nobody can switch off the last email or the email about a lost key. Their recipients, and the days of the lost-key email, are not configurable.
Notifications about an integration, such as an Interflex request that is not activated, are set on that connection's own page. The Go to Integrations button leads there.
The email when a review starts always goes out. The reminder before and the email the day after go out once each, and only to those who have not submitted their answers.
