iManage Security Policy Manager notification events help you create precisely the notifications you require, with simple, intuitive and flexible setup of messaging, recipients, acknowledgement and reminders.

Notification Events can be added for users added or removed from client group staffing, users added to or removed from the client group as conflicted users, and for manual security policy changes. Events can be edited or deleted as required, and the creation wizard allows quick editing of email templates while preventing the inadvertent creation of duplicate events.

Notification events

The Client Group Details > Notifications > Notifications Events pane provides options to update the security instructions, messaging and recipients for events where:

• Staff members are added to the client group.
• Allowed staff members lose access to the client group.
• Users are conflicted on the client group.
• Users are no longer conflicted on the client group.
• The security policy of the client group is manually changed.

Notification events send specified information, for example including security memos and change to staffing, as email notifications to relevant staff members and any other specified interested parties, when conditions are met. The email templates can be created or selected when creating an event.

• Creating and configuring notification events
• Editing notification events
• Viewing notification events

Creating and configuring notification events

To create a notification event:

1. In the Notifications Events panel, select + Add New. The Add Notification Event dialog appears.
2. Under Notification Event, select Select an Event. A drop-down list appears.
   • Select Staffing - User(s) Added to create an event that sends a notification to specified recipients, for example the responsible attorney, when users are added to the client group, This notification also has an acknowledgement option, and if the relevant setting has been enabled, an acknowledgement verification option.
   • Select Staffing - User(s) Removed to create an event that sends a notification to specified recipients, provided the client group had a non-open security policy applied to it—for example allowed users who lose access to the client—when users are removed from staffing. You can use this, for example, to inform attorneys that they are released from their obligations on the client group. 
   • Select Conflicted Users - User(s) Added to create an event that sends a notification to specified recipients when conflicted users are added to, or users are newly conflicted on, the client group. This notification also has an acknowledgement option. 
   • Select Conflicted Users - User(s) Removed to create an event that sends a notification to specified recipients, for example all users who become no longer conflicted on the client group. You can use this, for example, to send specific instructions to attorneys when their conflicts of interest with the client group are cleared.
   • Select Security Changed from Open to Restricted to create an event that sends a notification to specified recipients, for example client group staffing or members of the conflicts team, when the client group security is manually changed from "Open" to "Restricted".
   • Select Security Changed from Restricted to Open to create an event that sends a notification to specified recipients, for example client group staffing or members of conflicts team, when the client group security is manually changed from "Restricted" to "Open".
3. The method to create notification events is similar for each notification event type. Follow the instructions as described below:

Recipient and acknowledgement options

1. Select to whom the notification will be sent.
   For Recipient, you can select:
   • Impacted User. This option has a different meaning corresponding to the event selected:
     • For Staffing - User(s) Added, it is the user added to staffing.
     • For Staffing - User(s) Removed, it is the user removed from staffing.
     • For Conflicted Users - User(s) Added, it is the user added as a conflicted user.

     • For Conflicted Users - User(s) Removed, it is the user removed as a conflicted user.

       NOTE:

       This recipient type is not applicable to Security Changed-type notification events.

   • Other, which provides the following additional options in the Recipients field:
     • Administrators: Local administrators specified for the client group.

     • Allowed Users: All allowed users, whether on the staffing team or not. 
       

       NOTE:

       If this option is selected and security policy for the client group is open, a notification is not sent to all non-excluded users in the organization, but only to the staffing team.

     • Allowed Users (Team Members Only): Allowed users on the staffing team.

     • Allowed Users (Team Members Only) by Job Title: Select this option for notifications to be sent to team members with a particular Job Title. When this option is selected, the Job Title dialog opens. Select the checkboxes as required.
     • Conflict Officers

     • Responsible Attorney
       

       TIP:

       You can preview who'll receive a notification by hovering over the information

       

       icon next to that recipient type. This gives you at-a-glance confirmation of the members in a particular recipient group at that moment in time.

     • Additional Users: Select this option to specify other users to whom notifications are to be sent:
       • Upon selecting this option, the Add Recipients dialog box appears.
       • Use the filter and selection tools as required to specify recipients.
       • To add additional users (not present in iManage SPM), enter those emails into the Additional Emails field. You can enter text, semicolon-separated lists, new-line-separated lists, and Microsoft Outlook email address lists.

       • Select Save. Specified additional users are added to as event recipients.

2. In Select a Notification Template, create the email template that you wish to use for this event. For more information about how to do this, refer to Creating or editing email notification templates.

   TIP:

   After you have created one or more notification templates, these become available for selection for this event. If the Save for global use option is selected when saving, any templates will be available for corresponding event type for other asset types also. 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.

   If you have upgraded to SPM 10.3.2 or higher from a pre-10.3.2 version, existing notification templates will are migrated upon upgrade and available for selection here.

3. If the Impacted User recipient is selected, in an 'add' type event, the Acknowledgement Required check box is displayed.

   • For Staffing - User(s) Added events, select this if you want to ensure that users acknowledge the security memo before they are given access to content in policy-managed systems such as iManage Work, iManage IRM, Elite, File System, and so on.
     If you select the Acknowledgement Required check box, a pop-up window Acknowledgement for Existing Staff displays, asking "Is acknowledgement required for existing staff to have continued access?"

     NOTE:

     When security memo content is changed, there's also an option, when saving changes, to ask relevant users to re-acknowledge the memo.

     1. Select Acknowledgement Required if you want notifications to be sent to the existing staff for acknowledgement of the memo.

     2. You may also have the option to specify that acknowledgments are verified before access is granted. You can specify this option to ensure that user acknowledgements are reviewed by administrative users before access is granted. For example, when acknowledgement requires additional actions such as watching a video or "wet signing" an acknowledgement form, verification of this acknowledgement can be performed by a centralized risk team. Users can't verify their own acknowledgements.

        If required, select Acknowledgement must be verified before access is granted.
     3. Select Acknowledgement Not Required if you only want users who'll be added to the staffing thereafter to be required to acknowledge the memo.
   • For Conflicted Users - User(s) Added events, select the Acknowledgement Required checkbox if you want to ensure users acknowledge the conflict. 
4. You can optionally send reminders to users who haven't acknowledged the memo. To do so:
   1. Select Send a reminder.
   2. Specify the date when the reminder will be sent, using the In field:
      • 1 day
      • 3 days
      • 7 days
      • 10 days
      • 14 days
      • Custom
        • For this option, manually enter the number of days in Send a reminder in ___ Days.
   3. In Reminder Template:
      You can:
      
      1. Select the template you require.
      2. Create, a new reminder email template, by selecting Create a New Template.
      3. Edit an existing template, by selecting
         
         .

   4. Follow Steps 2 and 3 of Creating or editing email notification templates. The template tags available for these reminder notifications are as follows.
      Table: Reminder notification template tag details

      Template Tag	Appears as	Description
      Actioning Trustee	{{ACTIONING_TRUSTEE}}	Returns the name of the user making the security policy change.
      Allowed Users (Name, Email Address, Username)	{{ALLOWED_USERS}}	Returns the list of all allowed users, including their names, email addresses, and usernames, for this asset
      Allowed Users (Name, Email Address)	{{ALLOWED_USERS_NAME_EMAIL}}	Returns the list of all allowed users, including their names and email addresses, for this asset
      Allowed Users (Name, Email Address)	{{ALLOWED_USERS_NAME}}	Returns the list of names of all allowed users for this asset
      Allowed Users (Name, Username)	{{ALLOWED_USERS_NAME_USERNAME}}	Returns the list of all allowed users, including their names, and usernames, for this asset
      Asset Id	{{ID}}	Returns the Asset ID
      Asset Name	{{NAME}}	Returns the Asset Name
      Asset Type	{{ASSET_TYPE}}	Returns the asset type (that is, "Client Group")
      Conflicted Users > Name, Email Address, Username	{{CONFLICTED_USERS}}	Returns the list of all conflicted users, including their names, email addresses, and usernames, for this asset
      Conflicted Users > Name, Email Address	{{CONFLICTED_USERS_NAME_EMAIL}}	Returns the list of all conflicted users, including their names, and email addresses, for this asset
      Conflicted Users > Name	{{CONFLICTED_USERS_NAME}}	Returns the list of the names of all conflicted users for this asset
      Conflicted Users > Name, Username	{{CONFLICTED_USERS_NAME_USERNAME}}	Returns the list of all conflicted users, including their names and usernames, for this asset
      Recipient > Name	{{RECIPIENT_FULL_NAME}}	Returns the name of the notification recipient., on a per-recipient basis
      Recipient > Email Address	{{RECIPIENT_EMAIL}}	Returns the email address of the notification recipient., on a per-recipient basis
      Recipient > Username	{{RECIPIENT_USERNAME}}	Returns the username of the notification recipient., on a per-recipient basis

   5. To help ensure the acknowledgement of important memo information, you can configure automated reminders to be sent repeatedly on a schedule of your choosing, until acknowledgement occurs.

      1. Select Repeat until acknowledgement.

      2. Specify the frequency of reminder repeat, using the Every field:
         • 1 day
         • 3 days
         • 7 days
         • 10 days
         • 14 days
         • Custom
           • For this option, manually enter the number of days in Repeat every ___ Days.
5. You can send additional notifications for the same event, with each notification having its own recipients, template, and optionally, name. This lets you send specific messaging to different recipients. For example, when a new conflicted user is added, you can configure a notification to the new user containing the client group name and the conflict memo, with acknowledgement required. For the same event, you can also send an email to the responsible attorney, showing the staffing changes, and another one to the conflicts officer showing the updated full list of conflicted users.
   To add an additional notification for the event, select Add Another. Repeat the steps above, as required. You can only send one notification to the impacted user; when already selected, that recipient option is unavailable for additional notifications for the event.
   You can add as many additional notifications as required.
6. Select OK. The event is activated and a confirmation dialog box is displayed. Each event notification added is visible in the Notifications > Notifications Events pane.
7. When security memo content is changed, all relevant users must re-acknowledge the memo but re-verification isn't requested. If, however, you want user acknowledgements to be re-verified:
   1. De-select Acknowledgment Required. A confirmation message is displayed.
   2. Select Yes.
   3. Select Acknowledgment Required. A confirmation message is displayed.
   4. Select Yes.
   5. Configure other options as required.
   6. Select OK.

Creating or editing email notification templates 

When adding or editing notification events, you can create or edit notification templates as follows:

1. Under Template, select Notification Template. A drop-down appears.
   • Select Create a New Template. The New Email Template dialog opens.
     Alternatively,
   • Select an existing template, then at the top of the Preview panel, select 
     
     Edit. The Edit Email Template dialog opens.
2. You can add, or edit, the Name of the template.
3. You can add, or edit, the Description of the template.
4. You can add, or edit, the Subject of the notification that recipients will see when the receive the notifications. In addition to text, you can add template tags in the subject, by selecting
   
   . The tags available are:
   • Asset Type: the asset type—that is, client group.
   • Asset ID: the asset ID.
   • Asset Name: the asset name.
5. The Body contains a text edit window with all of the text, formatting options, and relevant Template Tags for that template. There is also a Preview pane.

   1. By default, the body and preview are displayed in a horizontal view. You can alter the preview visibility or position, using the preview buttons.
      Figure: Notification template editor preview buttons
      

      

      NOTE:

      The visibility or position of the preview, as defined by button selection, will be applied across all events.

   2. Edit the template as required:
      1. Select the text window in the Body to directly enter or edit text to be included in the notification.
         Shortly after you enter or format any text, the Preview updates to display the text as it'll be formatted in the notification.
      2. The following formatting, view, and tag tools are available:
         • 
           : Toggle bold formatting of selected text.
         • 
           : Toggle italic formatting of selected text.
         • 
           : Toggle underline formatting of selected text.
         • 
           : Toggle bullet-point listing of selected text.
         • 
           : Toggle numbered listing of selected text.

         • 
           : Add linked text.

           NOTE:

           For this functionality to be available, Work document and folder links need to be configured. For information about how to do this, refer to Settings > General.

           NOTE:

           Any text selected before selecting the 

           

           icon will be overwritten by the linked text. Therefore, you should ensure that no text in the text window is selected before selecting the 

           

           icon.

         • An Add Work Link dialog box displays. You can then:
           
           • Paste a Work Link as follows:
             
             • Select Paste Work Link.
             • Enter Work Link in the Work Link * field. You can add a different work document/folder URL to the one configured on the Settings page. For information about how to do this, refer to Settings > General. You can test the link by selecting Test Work Link.
             • Enter link text in the Link Text field.

             • Select Add Link to add the link. The linked text will appear in the text window (and the Live Preview window).

           • Add a link to a specific document and version as follows:

             • Select Select Document by ID and Version.

             • In the relevant fields, enter the Document ID and Document Version.

             • In the Link Text field, enter the link text.

             • Select Add Link to add the link. The linked text will appear in the text window (and the Live Preview window).

         • 
           : Select this icon to add a Template Tag. The template tags available vary in accordance with what is relevant for a given notification. The following is a full list of template tags across all event types.
           Table: Template tag details

           Template Tag	Appears as	Description
           Actioning Trustee	{{ACTIONING_TRUSTEE}}	Returns the name of the user making the security policy change.
           Allowed Users (Name, Email Address, Username)	{{ALLOWED_USERS}}	Returns the list of all allowed users, including their names, email addresses and usernames, for this asset
           Allowed Users (Name, Email Address)	{{ALLOWED_USERS_NAME_EMAIL}}	Returns the list of all allowed users, including their names and email addresses, for this asset
           Allowed Users (Name, Email Address)	{{ALLOWED_USERS_NAME}}	Returns the list of names of all allowed users for this asset
           Allowed Users (Name, Username)	{{ALLOWED_USERS_NAME_USERNAME}}	Returns the list of all allowed users, including their names and usernames, for this asset
           Asset Id	{{ID}}	Returns the Asset ID
           Asset Name	{{NAME}}	Returns the Asset Name
           Memo	{{MEMO}}	Returns the Security Memo
           Asset Type	{{ASSET_TYPE}}	Returns the asset type (that is, Client Group)
           Conflicted Users > (Name, Email Address, Username)	{{CONFLICTED_USERS}}	Returns the list of all conflicted users, including their names, email addresses and usernames, for this asset
           Conflicted Users > (Name, Email Address)	{{CONFLICTED_USERS_NAME_EMAIL}}	Returns the list of all conflicted users, including their names and email addresses, for this asset
           Conflicted Users > (Name)	{{CONFLICTED_USERS_NAME}}	Returns the list of the names of all conflicted users, for this asset
           Conflicted Users > (Name, Username)	{CONFLICTED_USERS_NAME_USERNAME}}	Returns the list of all conflicted users, including their names and usernames, for this asset
           Recipient > Name	{{RECIPIENT_FULL_NAME}}	Returns the name of the notification recipient., on a per-recipient basis
           Recipient > Email Address	{{RECIPIENT_EMAIL}}	Returns the email address of the notification recipient., on a per-recipient basis
           Recipient > Username	{{RECIPIENT_USERNAME}}	Returns the username of the notification recipient., on a per-recipient basis
           Conflict Memo	{{CONFLICT_MEMO}}	Returns the Conflict Memo
           Staffing >Changed Users	{{CHANGED_USERS}}	Returns changes in staffing as a result of the event-triggering occurrence.
           Case/Client Group Items (ID, Name)	{{CONTAINED ITEMS}}	Returns the list of all items (as IDs and Names) under the corresponding case or client group .
           Case/Client Group Items (ID)	{{CONTAINED_ITEMS_HIDE_NAMES}}	Returns the list of all items (as IDs only) under the corresponding case or client group.

           NOTE:

           Some template tags have the option to select either Entire List or Additions Only, the latter meaning that only those types of user added in a given notification event are shown in the email.

   3. When you have finished editing the template, you can save it for that event only, or save it for use across other similar event types. This means that you can have multiple globally available notification templates, with each being further customizable and separately saved, as required. To save the template, select:

      • Save: Saves the template to this notification, within this notification event, only. To use the same template for other notifications within this event, as described in Step 5 of Recipient and Acknowledgement options, you must select Save for global use. Refer to the section below.
      • Save for global use: saves the template for use in other similar events—for example, a template saved this way for a client group's Staffing - User(s) Added notification event will also be available for a case's Staffing - User(s) Added notification event. 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.

Editing notification events

To edit a notification event:

1. In the Notifications Events panel, for the notification you want to edit, select
   
   . A dropdown appears.
2. Select Edit. The Edit Notification Event dialog appears.
3. Refer to the detailed instructions for creating events, in Creating and configuring notification events: the Edit Notification Event dialog has all of the same editable fields as the Create Notification Event dialog described in that section.

Viewing notification events

In the Client Group Details > Notifications tab, all of the constituent notifications comprising notification events for a client group are available for quick viewing in the Notification Events pane. 

Information displayed includes notification name, recipients, acknowledgement status, and any templates applied to an event notification, including for reminders.

Legacy notifications

1. On the Client Group Details page, select the Notifications tab. There are two sections there under which you can configure:
   
   1. The Notifications on Changes to Access section, which has the following fields.
      
      • Changes to Allowed Users
        
        • Sends a notification when a change to the Allowed Users list occurs
      • Changes to Excluded Users
        • Sends a notification when a change to the Excluded Users list occurs

      • Discrepancy has Occurred

        • Sends a notification when a discrepancy occurs for a user listed under staffing

        NOTE:

        A Discrepancy occurs if a user is added to the staffing of an asset but is unable to access content due to a conflict of interest, or through working in an opposing team set.

        You may also have the option to Send users an alert when they have been added or removed from Staffing. This is a legacy setting and is only available if your organization had checked this setting (on any asset) in SPM 10.2.1.1 or earlier.

        TIP:

        SPM has separate, configurable alerting options for users being added to staffing, and users that have had their access removed. For more information see Updating Security Policy.

        Enabling this (legacy) setting will cause email notifications to be sent to any users who have been added or removed from the staffing of that Client Group.

        1. To enable this, select the check box beside Send users an alert when they have been added or removed from Staffing.

        2. Select Save. A success message displays.

   2. The Notifications on Changes to Client Group Details section, which has the following fields:
   • 
     
     • General details
       • Sends a notification when a change to General Details occurs.
     • Security
       • Sends a notification when a change to Security occurs.
     • Staffing
       • Sends a notification when a change to Staffing occurs.

     • Opposing Team Sets

       • Sends a notification when a change to Opposing Team Sets occurs.

         NOTE:

         This type of notification is available to global administrators, global conflicts officers and local conflicts administrators only. For more information about opposing team set notification settings, see Viewing and Updating Opposing Team Sets.

     • Conflicted Users
       • Sends a notification when a change to Conflicted Users occurs.

2. Select the check boxes next to the user type(s) (Administrators, Responsible Attorney, Team, Allowed Users, Conflicts Officers, Additional Users) to whom you want to notify about the changes made in a particular section.

   1. 
      
      1. 
         
         • If you select Additional Users:
           • An Add Users button displays.
             • Click this to add users.
           • An Add Recipients dialog box displays.
             • Select users from the list (a filter is available at the top of the dialog box)

           • In the Additional Emails section, you can add additional email addresses to which you require notifications to be sent.

             NOTE:

             You can use the Additional Emails section to send notifications to persons not in the SPM User list.

           • Press the Enter key to confirm email address.
           • Continue to add more email addresses in the same Additional Emails section, as required.

           • Select Save.

3. Select Save. The selected user types are notified in the event of changes to the respective section for the client group.