Select CREATE to begin the workflow to set up a policy communication.
1. Create Policy Communication
Name. Required field. The name of the communication.
Standard. Here you have the ability to pull in a previously created (or Exterro created) standard message. This can also be customized in the next step.
Category. Optional field to organize communications. Categories are defined according to the type of communication. For example, if the communication is in regards to an annual or bi-annual event, you can leverage this field to categorize those within the system. To add a category, select ADD NEW CATEGORY from the drop down menu.
User Group. Provides the ability to segregate communications pertinent to specific users in the system. For example, if there are two admins creating communications for their respective departments, you can segregate what each can see by creating a user group for admin A and a separate user group for admin B. If you do not want to utilize user groups, you must select NONE.
Legacy. For historical communications, you can add files without sending notices and emails.
2. Communication Workflow
This workflow walks you through each step of the Policy Notice creation process. When a step is complete, a green check or forward progress arrow appears. Each step may be revisited and edited at any time before the communication is sent.
Initial Email. Create the language which recipients will receive and respond to.
Reminder. Send reminder notices to recipients who have not responded within a certain timeframe.
Escalation. Send a communication to the managers of employees who have not responded.
Follow-Up. Send a communication to all recipients. Follow-ups can be used to update the language in the original notice, to alert that a subject matter is still pertinent or to send any other message, which needs to be sent to all recipients.
3. Create Initial Email and User Instructions
Policy Notice Title. Appearing when you save a default message standard, the title will be displayed on the notice page only. Although this it auto-populated, you have the ability to edit it.
Initial Email. Create the email notification that will be sent to recipients. Recipients will click the link within the email to view the detailed notice page and respond to the communication.
Email. Complete the specific information regarding recipients, copied recipients, the FROM email address, email subject and the date on which the communication should be sent.
Created from. The standard that was pulled in to create the Initial Emails and User Instructions. This was previously created in the Standards Library. To select another standard, select CHANGE.
To. SELECT PRIMARY RECIPIENTS opens a new window in which you select recipients.
Existing Contacts. Prepopulated contacts in the system.
New Contact. Add an individual contact to the communication. This will also save it in the system for future use.
Distribution List. Previously created lists to quickly add contacts.
Copy/Paste From File. A list of email addresses can be copied and pasted from Excel or Word.
CC. These recipients are chosen the same way as SELECT PRIMARY RECIPIENTS. However, CC recipients are not required to respond to the notice.
From. Enter the email address from which the communication will come. This could be a generic project email address or a personal address.
Subject. The subject line of the email communication.
Send On. Select a date to send communication. The date can be the day in which you create the communication or a future date.
Include All Notice Recipients in Email Body. Default option leaves this box unchecked. If you choose to check the box, it allows all recipients to see others included on the communication.
Message. The body of the email notice. To edit the body of the email, click anywhere in the text box of the message to open it in an editor.
Add Footer. Optional text, such as a signature block, added to the bottom of the email message.
Link to Notice Page. Customize the language recipients will click on to view the Policy Notice page.
User Instructions. The body of the notice. To edit the body of the notice, click anywhere in the text box of the message to open it in an editor.
Attachments. Add attachments or the Retention Schedule. There is an option to require recipients to open the attachments before response links become available.
Response Links. Customize response links for the recipients to acknowledge.
Survey. Add an interview to gather detailed information pertinent to the communication. Interviews must first be created and saved in Interviews to be added to a communication. Click here to go to How to Create a New Interview.
Send Test Email. Send a test email to any email address to verify content and format before sending to all recipients.
Create Library Standard. Save your communication in the Standards Library for use in future communications.
Cancel. Exit from the communication. Any changes will not be saved.
Save. All changes will be saved, and you will receive a green check that the step has been completed. An error will appear if any required fields have not been populated. You will not be able to save until they are completed.
4. Reminder
Reminder. Allows you to schedule automated email reminders to recipients who have yet to respond to the communication notice.
Created from. The standard that was pulled in to create the Reminder. This was previously created in the Standards Library. To select another standard, select CHANGE.
To. Automatically sends communications to all recipients who have not responded to the notice.
Cc. Copy any recipients who you would like to receive the reminder. Their response will not be required.
From. Enter the email address from which the communication will come. This could be a generic project email address or a personal address.
Subject. The subject line of the email communication.
Send On. Select a date to send your first reminder communication. The date can be the day in which you create the communication or a future date.
Recurring. Choose the frequency for sending the communications.
Every/Months. When selecting the daily or monthly recurrence, you will be prompted to choose the specific days or months you would like the communications to be sent.
Send Until. The date on which you no longer wish to send communications.
Message. Edit the communication that will be sent to those who have not responded to the initial communication. Each recipient will receive a copy of their original message in the email. To edit the body of the message, click anywhere in the text box of the message to open it in an editor.
Send Test Email. Send a test email to any email address to verify content and format.
Create Library Standard. Save your communication in the Standards Library for use in future communications.
Cancel. Exit from the communication. Any changes will not be saved.
Save. All changes will be saved, and you will receive a green check that the step has been completed. An error will appear if any required fields have not been populated. You will not be able to save until they are completed.
5. Escalation
Escalation. An email to the managers of recipients who have not responded to the communication. This feature is only available if managerial information has been loaded in the system.
Created from. The standard that was pulled in to create the Escalation. This was previously created in the Standards Library. To select another standard, select CHANGE.
To. Automatically sends the managers of recipients who have not responded to the communication. Managers are assigned under the Contacts screen. If there is no Manager assigned, a communication will not be sent. You may also add other recipients.
From. Enter the email address from which the communication will come. This could be a generic project email address or a personal address.
Subject. The subject line of the email communication.
Send On. Select a date to send communication. The date can be the day in which you create the communication or a future date.
Recurring. Choose the frequency for sending the communications.
Every/Months. When selecting the daily or monthly recurrence, you will be prompted to choose the specific days or months you would like the communications to be sent.
Send Until. The date on which you no longer wish to send communications.
Message. Edit the communication that will be sent to the managers of those who have not responded to the initial communication. Each recipient will be provided with a list of individuals who have not yet responded. To edit the body of the email, click anywhere in the text box of the message to open it in an editor.
Send Test Email. Send a test email to any email address to verify content and format.
Create Library Standard. Save your communication in the Standards Library for use in future communications.
Cancel. Exit from the communication. Any changes will not be saved.
Save. All changes will be saved, and you will receive a green check that the step has been completed. An error will appear if any required fields have not been populated. You will not be able to save until they are completed.
6. Follow Up
Follow-Up. An email to all recipients on the communication, regardless of whether they have responded. FOLLOW-UP emails are often used as an update with new information regarding the original matter.
Created from. The standard that was pulled in to create the Follow-Up. This was previously created in the Standards Library. To select another standard, select CHANGE.
To. Sends communications to all recipients, regardless if they have responded to the original notice.
From. Enter the email address from which the communication will come. This could be a generic project email address or a personal address.
Subject. The subject line of the email communication.
Send On. Select a date to send communication. The date can be the day in which you create the communication or a future date.
Recurring. Choose the frequency for sending the communications.
Every/Months. When selecting the daily or monthly recurrence, you will be prompted to choose the specific days or months you would like the communications to be sent.
Send Until. The date on which you no longer wish to send communications.
Message. Edit the communication that will be sent to all recipients. Each recipient will receive a copy of their original message in the email. To edit the body of the message, click anywhere in the text box of the message to open it in an editor.
Send Test Email. Send a test email to any email address to verify content and format.
Create Library Standard. Save your communication in the Standards Library for use in future communications.
Cancel. Exit from the communication. Any changes will not be saved.
Save. All changes will be saved and you will receive a green check that the step has been completed. An error will appear if any required fields have not been populated. You will not be able to save until they are completed.
7. Review
Review. When you have completed or skipped each step, the progress bar at the bottom of the screen turns into a Review button. Click the button for a final review before sending the communication.
Preview. Shows the send date and number of recipients. You may click the preview button for any of the notices to review or send a test email.
Confirm to Send. When you have ensured accuracy, select the CONFIRM TO SEND button to send the notice on the designated date.
