If you are a user with Client & Matter Administrator role, you can configure the following notifications settings in Settings > Notifications.

Alerts and Notifications

Notification Settings

There are five groups of notification settings which you can configure globally in iManage Security Policy Manager:

  • Time Zone
  • Outgoing Email
  • Incoming Email
  • Access Request Notifications
  • Security Memo Notifications
  • Collection changes trigger matter notification events

NOTE:

Notifications are sent to specified asset users, specified asset administrators, and specified alert recipients only. Global or system administrators don't, by default, receive such notifications (unless specified as users on the corresponding asset, or added to the alert recipient list); however, if no asset administrator has been specified for a given asset, scheduled review notifications for that asset are sent to global (client and matter) administrators.

TIP:

You can also flexibly configure notification events on a per-asset bass for particular events, for relevant staff members and any other specified interested parties. For more information about notification events, refer to the Notification Events sections in the Updating Security Policy sections for client, client group, matter, and case respectively.

Time Zone 

You can specify the display time zone of notifications sent by SPM (and regardless of the time zone that the SPM server is in).

  1. Under Time Zone, start typing a time zone in the Time Zone field. A filtered list of time zones is displayed.
  2. Select a time zone from the list.
  3. Select Save.

The time zone for the notifications is set.

Outgoing Email

If you want email notifications to be triggered to configured recipients when actions are performed in SPM, then you can enable and configure those email notification settings here. 

Select the Enable Outgoing Email Notifications checkbox enable this functionality.

For the options described below, enter the email addresses as required, using commas to separate.

  • Notification Email Sender Address
    • Enter the email address that the system will use to send out the notifications. When recipients get notifications from SPM, this email will be displayed as the sender.  
      • For SPM on-premises: You can enter any valid email address.
      • For SPM in the Cloud: You must enter an email with an imanage.work domain—for example, noreply@imanage.work.
  • BCC Recipient List: You can configure blind carbon copy (BCC) email recipients for all email notifications. These recipients need not be users in SPM.

    • Enter the email addresses as required, using commas to separate.

      NOTE:

      The ability of BCC email recipients to perform actions included in the email notifications is dependent on the type of notification, as follows:

      • For tokenized URL access request: BCC user can action an approval/acknowledgement, but should not do so.
      • For secure login links: BCC users cannot action.
      • Reply to email: BCC users cannot action.
  • Alert Recipient List: You can configure the email addresses of users who should be notified when:

    • an import task becomes unresponsive or fails.

    • an agent becomes unresponsive or fails.

    • Maintenance Mode has been running for longer than the (allowed) length of time specified before notifications are sent, in Maintenance Mode settings—indicating that it may have been left on inadvertently, preventing policy updates to agents. This notification is sent if Maintenance Mode has running for longer than the (allowed) specified length of time, and on a daily basis thereafter if no action is taken. For more information about Maintenance Mode, refer to Maintenance Mode under Advanced Settings.

      • Notifications for Import and Agent health are designed to provide information to those expected to review the state of the system. Typically, such users may be IT Administrators in your organization who have the necessary rights on the system to make the modifications. Alert recipients need not be users in SPM.

        NOTE:

        All such recipients must be specified: no external users, such as global or IT administrators, receive notifications (of any kind) by default.

For any changes you have made in this section:

  • Select the Save button to apply, or
  • Select the Cancel button to revert to the previous settings.

Incoming Email

You can enable, disable, and configure the monitoring of, and actions related to incoming emails in SPM.

These settings are relevant only when Access Request Notification Approval method or the acknowledgement method for a hold or security memo is or will be set to Reply to Notification Email. There must be a mail server that is configured with SPM Server so that the responses can be read and applied because the user response will be an email reply.

NOTE:

This setting isn't applicable if you are using iManage Security Policy Manager Service in the Cloud. For more information about configuring email responses, refer to iManage Security Policy Manager Email Responder Service Installation Guide.

Select the Enable Incoming Mailbox Monitoring checkbox to enable this functionality.

  • Mail Server Hostname: Enter the email server host name that'll receive the email responses and that you want to configure with SPM.
  • Mail Server Port: The default port that the email server listens to—for example, 993.
  • Mail Server Protocol: Select a protocol that you want to employ in order to properly transmit information between your mail client and mail server. Possible values are: IMAP, IMAPS, POP3 and POP3S.

  • Mail Server Login User Name: Enter the login user name that SPM server will use to connect to the mail server. 

    NOTE:

    To change the mail server password for SPM hosted on premises, you need to re-install the iManage Security Policy Manager service. Doing so will (according to default configuration) cause the applicable password prompt to display as part of the installation process. Refer to the Installing iManage Security Policy Manager Server section of iManage Security Policy Manager Installation Guide or contact your system administrator.

  • Recipient Email Address: Enter the email address that SPM server will use to access the inbox it needs to read emails from.

  • Inbox Name: Enter the inbox from which the SPM server will read emails from.
  • Send Reply on Completion: If you want ‌the system to trigger an email to the user when they perform an approval or acknowledgement by email, select the Send Reply on Completion check box to enable this functionality.
    • In the Reply on Completion Email Subject field, enter the subject line for the reply email.

For any changes you have made in this section:

  • Select Save to apply or
  • Select Cancel to revert to the previous settings.

Access Request Notifications

Select the Enable Access Request Notifications check box to enable notifications for access requests. If this isn't selected, no notifications are sent to approvers.

When enabled, you can select the Access Request Notification Approval Method. This specifies the notification mode that you want to use to process approvals. This in turn defines the notification template that will be used to send to the approver when user raises an access request in the user console. Select the required option from the drop-down list:

  • URL Link: The URL Link setting provides a clickable link in the email notification that'll run the user's desired option.
  • Reply to Notification Email: Approvers can reply to the email they've received to initiate the approval. You must have a mail server configured with SPM server if you want to configure this option. Refer to Incoming Email.
  • Link to User Console: A link to access the approval page in the user console is provided in the notification. The approver can select the link and using their credentials, sign in to the user console and take action on the request.

Security Memo Notifications

Select the Enable Security Memo Notifications check box to enable notifications for security memos and hold memos.

When enabled, you can select the Security Memo Acknowledgement Method. This specifies the notification mode that you want to use to process acknowledgements. This, in turn, defines the notification template that'll be used to send to the user. Select the required option from the drop-down list:

  • URL Link: The URL Link setting provides a clickable link in the email notification that'll run the user's desired option.
  • Reply to Notification Email: Users can reply to the email they've received to acknowledge the memo. You must have a mail server configured with SPM server if you want to configure this option. Refer to Incoming Email.
  • Link to User Console: A link to access My Security Policies page in the user console is provided in the notification. The user can select the link and using their credentials, sign in to the user console and take action on the request.

For any changes you have made in this section:

  • Select Save to apply or
  • Select Cancel to revert to the previous settings.

Collection changes trigger matter notification events 

By default, changes made in collections won't trigger corresponding event notifications in affected matters. For example, if a user were added to a matter by way of collection, that user's addition won't trigger a Staffing - User(s) Added notification event on the matter. This is the default behavior to avoid a potentially high number of notification emails when matters are added to collections with a high staffing count. Likewise for users conflicted on a matter as a result of being added as conflicted users on a collection containing that matter.

However, if your organization wants to enable these notifications, you can do so by selecting the Collection changes trigger matter notification events check box. When checked, action is applied on a go-forward basis.

Notification Templates 

With Notification Events, you can create, edit, and save custom templates, with a Save for global use option to save templates for use in other similar event types. This means that you can have multiple globally-available notification templates, with each being further customizable as required.

The Settings > Notifications > Notification Templates page allows you to quickly view, edit, or delete any such globally-saved notification event templates, without needing to edit an asset notification event. In addition, you can create new templates for global use.

TIP:

As with all main pages in the SPM Administration Console, you can bookmark this page for ease of access.

Global notification templates can be utilized when configuring notification events for all applicable assets, opposing team sets, or holds, respectively.

There are four types of global notification templates available in the iManage Security Policy Manager Administration console.

  • Asset notification templates, used with asset notification events.

  • Hold notification templates, used with hold notification events.
  • Opposing team set notification templates, used with opposing team set notification events.
  • Agent(s) in error email template, used to allow customization of notification emails relating to agent errors.

Global templates of any type that were in use in pre-10.3.3 versions of SPM, are also available upon upgrade to 10.3.3 or higher.

For more information about creating local or global notification templates while creating notification events for:

In Settings > Notifications > Notification Templates you can view, edit, create, and delete global notification templates, as described in the following sections.

  • Viewing notification templates
  • Creating new global notification templates
  • Editing notification templates
  • Deleting notification templates

TIP:

Notification template—and notification event—import is supported. 
For more information,

Both sections referenced above include mappings of relevant XML import nomenclature to associated user interface terms.

Viewing notification templates 

The Notification Templates tab displays all of the global notification templates currently available. You can sort by Name or Notification Event. For a detailed view of a notification template in the list:

  1. Select the template that you wish to view, using the selection tools.
  2. Select More Actions
    .
  3. Select View/Edit.
  4. The Edit Notification Template dialog displays. This contains the text edit window, which contains all of the text, formatting options, and relevant template tags for that template.

NOTE:

The Notification Templates page also displays these system templates:

  • Automated account template: Notification template for new permanent activity outlier accounts. This system template is not editable.
  • Agent(s) in error alert template: Notification template for agents reporting errors. This editable template is only applicable to on-premises systems.

Creating new global notification templates 

In the Notifications Templates tab under Settings > Notifications, you can create new global email notifications templates for assets, opposing team sets, and holds, as follows:

  1. In the Email Templates tab under Settings > Notifications, select the + Add Notification Template button. The Add Notification Template dialog opens.
  2. Use the Select Notification Event Type dropdown to select the type of notification event that this template will be used for. There are three options:
    • Asset
    • Hold
    • Opposing Team Set
  3. You can then Select an Event relating to the selected notification event type, as follows. The event types, and corresponding references for creation of their templates, are as follows:
    • For Asset:
      • Staffing - User(s) Added: This creates a global notification template that can be applied to any Staffing - User(s) Added notification events on assets.
      • Staffing - User(s) Removed: This creates a global notification template that can be applied to any Staffing - User(s) Removed notification events on assets.
      • Staffing - User(s) Added Reminder: This creates a global notification template that can be applied to any Staffing - User(s) Added Reminder notification events on assets.
      • Conflicted Users - User(s) Added: This creates a global notification template that can be applied to any Conflicted Users - User(s) Added notification events on assets.
      • Conflicted Users - User(s) Removed: This creates a global notification template that can be applied to any Conflicted Users - User(s) Added notification events on assets.
      • Conflicted Users - User(s) Added Reminder: This creates a global notification template that can be applied to any Conflicted Users - User(s) Added notification events on assets.

      • Security Changed from Open to Restricted: This creates a global notification template that can be applied to any Security Changed from Open to Restricted notification events on assets.

      • Security Changed from Restricted to Open: This creates a global notification template that can be applied to any Security Changed from Restricted to Open notification events on assets.

      • For detailed information about the process of creating these templates, refer to the Creating or editing email notification templates subsections of the Updating Notifications sections for Client, Matter, Client Group, and Case respectively.
    • For Hold:
      • Custodians - User(s) Added: This creates a global notification template that can be applied to any Custodians - User(s) Added notification events on holds.
      • Custodians - User(s) Removed: This creates a global notification template that can be applied to any Custodians - User(s) Removed notification events on holds.
      • Custodians - User(s) Added Reminder: This creates a global notification template that can be applied to any Custodians - User(s) Added Reminder notification events on holds.
      • For detailed information about the process of creating these templates, refer to the Creating or editing email notification templates subsection of the Notifications section in Holds.
    • For Opposing Team Set:
      • Opposing Team Set - User Added to Set: This creates a global notification template that can be applied to any Opposing Team Set - User Added to Set notification events on opposing team sets.
      • Opposing Team Set - User Removed from Set: This creates a global notification template that can be applied to any Opposing Team Set - User Removed from Set notification events on opposing team sets.
      • Opposing Team Set - User(s) Added to Set Reminder: This creates a global notification template that can be applied to any Opposing Team Set - User(s) Added to Set Reminder notification events on opposing team sets.
      • For detailed information about the process of creating these templates, refer to the Creating or editing email notification templates subsection of the Notifications section in Managing Opposing Team Sets.

Editing notification templates

You can edit existing notification templates as required.

NOTE:

You can't change the type of an existing notification template. For example, you can't convert an asset type template to an opposing team set type template.

The process for editing a template is the same for all template types.

  1. On the Notification Templates tab under Settings > Notifications, select the template that you wish to edit using the selection tools.
  2. Select View/Edit.
  3. The Edit Notification Template dialog displays. This contains the text edit window, which contains all of the text, formatting options, and relevant template tags for that template. 
  4. Edit the template as required. The options available for template editing are the same as those when creating a template.
    • For detailed information on template editing options for asset, hold, and opposing team-set notification templates, refer to the references given in Step 3 of Creating new global notification templates.
    • For the Agent(s) in error alert template, the options available for template editing are the same as those given in the references given in Step 3 of Creating new global notification templates. However, there's one Template Tag applicable only to this template, as follows:
      • {{AGENT_NAMES}}: this template tag displays the name of the agent encountering the error that triggered the notification.

  5. After you have completed editing the template, select Save. A success message appears.

Deleting email templates 

You can delete any of the custom notification templates.

NOTE:

The default email templates can't be deleted.

To delete a template:

  1. In the Notifications Templates tab under Settings > Notifications, select the relevant template or templates with the selection tools.
  2. Select Delete.
  3. A warning message displays stating "Once deleted this template will not be recoverable. Are you sure you want to continue?" Select Yes.

    A confirmation message displays.

NOTE:

You can't delete a notification template if it is in use by a notification event.

Email Subjects

NOTE:

In SPM 10.3.2 and later, Email Templates on the Settings > Notifications page are superseded by the new notifications events functionality, which includes the ability to flexibly create and edit global notifications templates for all notification event types. Some such email subjects are still visible on this page, but are no longer active. For more information, refer to Changes in document version 10.3.2 in Changes in this document version.

You can customize the email subject line for notification emails.

The Email Subjects tab displays all of the email templates for which the subject can be edited.

  • Customizing an email subject
  • Emails available for subject editing, and associated monikers
  • Restoring a default email subject

Customizing an email subject

  1. Browse to Settings > Notifications > Email Subjects. Email templates for which the subject can be edited, and their current subjects, are displayed.
  2. On the row of the email you want to edit the subject of, select
    and then select Edit Email Subject. The Edit Email Subject dialog box displays, with the current subject showing in the Email Subject text field.
  3. Select the Email Subject text field to begin editing.
  4. To add a Notifications#moniker, or view the list of available monikers, select
    .
  5. When editing is complete, select Save.

Emails available for subject editing, and associated monikers

  • Email subjects and monikers
  • Email subject moniker details

Email subjects and monikers

The full set of email subjects and available monikers for associated notifications is as follows in this table.

Table: Email subject details and available monikers

Email name

Notification use case

Available monikers

Review Due

Scheduled review of an asset or opposing team set is due.

ASSET_TYPE, ASSET_ID, ASSET_NAME

Memo Acknowledgement

Memo acknowledgement of an asset or opposing team set is due.

ASSET_TYPE, ASSET_ID, ASSET_NAME

Access Request

User requests access to a matter.

ASSET_TYPE, ASSET_ID, ASSET_NAME, USERS_FULLNAME, USERS_EMAIL, USERS_NAME

Memo Acknowledgement no longer required

Memo acknowledgement of an asset or opposing team set is no longer required.

ASSET_TYPE, ASSET_ID, ASSET_NAME

Memo Reminder

Memo acknowledgement reminder for users who haven't acknowledged.

ASSET_TYPE, ASSET_ID, ASSET_NAME

Insider Report

Email of the Insider Report to the Insider Report Recipient List.

ASSET_ID, ASSET_NAME

Insider Report Password

The automatically generated Insider Report Password is sent separately from the report. This is the subject for that notification.

ASSET_ID, ASSET_NAME

Users Allowed Access

Change to allowed users on an asset.

ASSET_TYPE, ASSET_ID, ASSET_NAME, USER_COUNT, USERS_FULLNAME, USERS_EMAIL, USERS_NAME

Users Excluded from Access

Change to excluded users on an asset.

ASSET_TYPE, ASSET_ID, ASSET_NAME, USER_COUNT, USERS_FULLNAME, USERS_EMAIL, USERS_NAME

Users with Discrepancy

Change to users with a discrepancy in an asset.

ASSET_TYPE, ASSET_ID, ASSET_NAME, USER_COUNT, USERS_FULLNAME, USERS_EMAIL, USERS_NAME

Users Access Changed

Change to user access on an asset.

ASSET_TYPE, ASSET_ID, ASSET_NAME

Removed from Asset Staffing

Users removed from an asset.

ASSET_TYPE, ASSET_ID, ASSET_NAME

Opposing Team Set Removed

Users removed from an opposing team set.

ASSET_ID, ASSET_NAME

Opposing Team Set Security Memo^

User required to acknowledge opposing team set memo.

ASSET_ID, ASSET_NAME

Opposing Team Set Memo Acknowledgement no longer required 

User no longer required to acknowledge opposing team set memo.

ASSET_ID, ASSET_NAME

Users with Discrepancy for Opposing Team Set

Change to users with a discrepancy on an opposing team set.

ASSET_ID, ASSET_NAME, USER_COUNT, USERS_FULLNAME, USERS_EMAIL, USERS_NAME

General Notification

General changes to an asset.

ASSET_TYPE, ASSET_ID, ASSET_NAME

Hold General Notification*

Hold scheduled awareness reminder.

HOLD_ID, HOLD_NAME

Hold Lifted*

Users are no longer custodians on a hold or hold is lifted,

HOLD_ID, HOLD_NAME

Hold Review Due

Scheduled review of a hold is due.

HOLD_ID, HOLD_NAME

Hold Memo Acknowledgement no longer required

Custodian no longer required to acknowledge hold memo.

HOLD_ID, HOLD_NAME

Conflict Added

Conflicted user is added to an asset.

ASSET_TYPE, ASSET_ID, ASSET_NAME

Conflict Memo Acknowledgement no longer required 

Custodian no longer required to acknowledge conflict memo.

ASSET_TYPE, ASSET_ID, ASSET_NAME

Conflict Memo Reminder

Conflict Memo acknowledgement reminder for users who haven't acknowledged.

ASSET_TYPE, ASSET_ID, ASSET_NAME

Conflict Removed

Users removed as conflicted users from an asset.

ASSET_TYPE, ASSET_ID, ASSET_NAME

Security Memo Acknowledgement Reminder

User is reminded to acknowledge Security Memo.

ASSET_TYPE, ASSET_ID, ASSET_NAME

Conflict Memo Acknowledgement Reminder

User is reminded to acknowledge Conflict Memo.

ASSET_TYPE, ASSET_ID, ASSET_NAME

* Hold General Notification and Hold Lifted emails have a text-only subject line by default, but monikers are available when editing.

^ The Opposing Team Set Security Memo email is also used as the acknowledgement notification when users are required to acknowledge the opposing team set security memo.

Email subject moniker details

Table: Email moniker details

Moniker

Appears as

Description

Asset ID

{{ASSET_ID}}

Returns the asset ID

Asset Name

{{ASSET_NAME}}

Returns the asset name

Asset Type

{{ASSET_TYPE}}

Returns the asset type (for example, Matter)

User Count

{{USER_COUNT}}

Returns the number of users

List of User Emails

{{USERS_EMAIL}}

Returns a list of users' email addresses

List of User Full Names

{{USERS_FULLNAME}}

Returns a list of users' full names

List of User Names

{{USERS_NAME}}

Returns a list of users' names

Hold ID

{{HOLD_ID}}

Returns the hold ID

Hold Name

{{HOLD_NAME}}

Returns the hold name

Restoring a default email subject

  1. Browse to Settings > Notifications > Email Subjects. Email templates for which the subject can be edited, and their current subjects, are displayed.
  2. On the row of the email you want to restore the default subject of, select
    and then select Edit Email Subject.
  3. The Edit Email Subject dialog displays.
  4. Select Restore to Default, and confirm.