General Information

Email Notifications and the Email Digest

Whenever you have tasks to complete, tasks to approve, or other items to attend to in your KCM GRC platform, the system will automatically send you email notification reminders. In addition to individual notifications, if you are scheduled to receive more than one notification around the same time, the KCM GRC Email Digest combines your notifications into one email. This digest makes it so you'll receive a smaller number of notifications from your platform without missing important updates.

KCM GRC's email notifications will either have a subject line that is specific to the purpose of the email, or the subject line will state "KCM GRC Email Digest". All emails with the "KCM GRC Email Digest" subject line contain more than one notification.

All emails that are generated from KCM GRC are sent from the kcm[at]knowbe4.com email address. 

When Will I Receive an Email Digest Instead of Individual Emails?

Whenever you are set to receive two or more notifications within five minutes of each other, the notifications will be combined into one email digest.

This means, every time an email is triggered for you, KCM GRC queues the email for approximately five minutes and waits to see if you will receive an additional notification. Once this five-minute time span has passed and no additional emails have been triggered, your individual notification or email digest will be sent. 

The following list explains some of the most common scenarios where you would receive an email digest instead of individual email notifications: 

  1. You are assigned to a task as the User Responsible and you have multiple tasks that are due soon or are past due around the same time period.
    Important: An email digest can contain notifications for tasks that are due soon and tasks that are past due. 
    • Every day at 8 AM EST (12 PM UTC), the system checks for and sends task reminder notifications to the User Assigned
    • To learn more about KCM GRC's task reminder notifications, see the Control Task Notifications section below. 
  2. You are assigned to a task as the Approving Manager or Second-level Approving Manager, or if you are the group lead for a control, and you have multiple tasks that are awaiting your approval. 
    • Every day at 8 AM EST (12 PM UTC), the system checks for and sends reminder notifications to the Approving Manager, Second-level Approving Manager, or Group Lead if they have outstanding task approvals.
  3. Your administrator is creating new task schedules or one-time tasks for controls and they've assigned you as the User Responsible for these tasks.
    • You are notified whenever you are assigned to a new one-time task or task schedule for a control. If your administrator assigns you to a task, the system waits approximately five minutes before sending a notification. If your administrator assigns you to additional tasks in this five-minute time span, the notifications will be combined into one email digest.
    Note: For task schedules that use Effective Date Range, instead of notifying the User Assigned when the task schedule is created, the "New Task Assigned" email is sent on the Start Date of the first task in the schedule.

What Types of Notifications Are Not Included in the Email Digest?

The following types of emails are never included in an email digest:

All other notifications are eligible for the KCM GRC Email Digest.

What Types of Notifications are Automatically Sent from KCM GRC?

All emails that are generated from KCM GRC are sent from the kcm[at]knowbe4.com email address. The system automatically sends email reminders as necessary, depending on the workflows that you're using in your platform. 

See the following sections to learn more about KCM GRC email notifications: 

Control Task Notifications

When you create a task schedule or a one-time task for a control, the user who is assigned to the task (User Assigned) will automatically receive notifications from KCM GRC.

If you assign an Approving Manager or a Second-Level Approving Manager to a task schedule or a one-time task, they will also receive reminder notifications as necessary.

If you've assigned a group to a control (under our user groups workflow), the Group Lead will receive reminder notifications for the control and its tasks, as necessary. 

Click each drop-down below to learn more about the notifications that users will receive for controls and tasks.

Note: All of the notifications explained in this section are eligible for the KCM GRC Email Digest. For more information, see the KCM GRC Email Digest section above.
Task Notifications for the User Assigned

When you create a control task schedule or a one-time task, the individual that you select as the User Assigned will automatically receive notifications on the following occasions: 

  1. To notify the user that the task or task schedule has been created and that they will be responsible for completing the task or tasks.
    Note: For task schedules using Effective Date Range, instead of notifying the User Assigned at the time that the task schedule was created, the "The Task Assigned" email is sent on the Start Date of the first task in the schedule. To learn more, see: Working With Task Schedules for Controls.
  2. To notify the user that the evidence they provided was insufficient and not approved.
  3. To notify the user that their task was approved.
  4. Several notifications are sent to remind the user to complete the task before it's due. Users also receive reminders when a task becomes past due. See the table below for details.

Task reminder emails are determined by both the due date for the task and the frequency set for the task schedule. The table below defines when the User Assigned will receive a reminder email about their tasks.

If...

Then...

Applicable to the following task schedule frequencies

The task is due in 365 days or 1 year.

The user will be sent a reminder that their task is due on this day of the following year.

  • One-Time
  • Every Five Years
  • Every Three Years
  • Every Two Years

The task is due in 30 days.

The user will be sent a reminder that their task is due in 30 days.

  • All frequencies listed above
  • Annually
  • Semi-Annually
  • Quarterly

The task is due in 14 days.

The user will be sent a reminder that their task is due in 14 days.

  • All frequencies listed above
  • Bimonthly

The task is due in 7 days.

The user will be sent a reminder that their task is due in 7 days.

  • All frequencies listed above
  • Monthly 

The task is due the next day.

The user will be sent a reminder that their task is due in one day.

  • All frequencies listed above
  • Weekly 

The task is due today.

The user will be sent a reminder email that their task is due today.

  • All frequencies listed above

The task is past due.

The user will be sent a reminder email that their task is past due. The user will continue to receive a daily reminder for 7 days by default. If you have changed the Task Fail Interval under your Account Settings area, the user will receive a daily reminder for the interval that is specified in this field.

Task Notifications for Approving Managers

When an Approving Manager is assigned to a task, they will receive an email notification daily under two occasions: 

  1. Once a task is complete and is awaiting their approval.
    Note: If there is a Second-level Approving Manager assigned to the task, they will receive a daily reminder once the task is awaiting their approval. To learn more, see: Task Approval Workflows
  2. Once the task has reached the Past Due status.
Task Notifications for Group Leads

Under our user groups workflow, you can assign a group to a control and that group's Group Lead will be responsible for approving all evidence that is submitted for the control's tasks. See our Working with User Groups article to learn more about this workflow.

When a group is assigned to a control, notifications are automatically sent to the Group Lead on the following occasions:

  1. When the group is assigned to the control.
    • This notification informs the Group Lead of three things: (1) That they are the group lead for a user group; (2) their user group has been assigned to a control; (3) as the group lead, they are responsible for approving the evidence that is submitted for the control.
  2. Once a control task is complete and the task evidence is awaiting approval from the Group Lead.
  3. When a task for the control is in Past Due status.

Vendor Questionnaire Notifications

Under the Vendor Risk Management module, you can send questionnaires to your vendors, or other third parties, to assess the level of risk involved in working with this entity. After the vendor has completed your questionnaire, you can create an "issue" in order to further discuss your concerns with an undesirable response to a question. To learn more about the Vendor Risk Management module, please see our Introduction Guide.

Many of the workflows under the Vendor Risk Management module are carried out through the vendor profiles that you've added to your account. For example, you will send and review questionnaires from this area. When creating a vendor profile, you assign a Vendor Contact and a Vendor Owner:

  • The Vendor Contact is the person who will be responding to your questionnaires on behalf of the third-party organization.
  • The Vendor Owner is the KCM GRC user from your organization who will manage the questionnaires for that vendor. 

Click each drop-down below to learn about the notifications that the Vendor Contact and Vendor Owner can receive from KCM GRC. 

Note: All of the notifications explained in this section are eligible for the KCM GRC Email Digest. For more information, see the KCM GRC Email Digest section above.
Questionnaire Notifications for the Vendor Contact

The table below lists the notifications that are sent to the Vendor Contact when carrying out workflows under the Vendor Risk Management module

Notification Subject Line Triggering Action
Please Confirm your New KCM Account (Preview) This notification is sent when you create a new user account for a Vendor Contact
A New Questionnaire has been assigned (Preview) This notification is sent when you send a questionnaire to a vendor.
KCM [Organization Name] created a new issue for [Questionnaire Name] (Preview) This notification is sent when you create one or more issues for a questionnaire.
  • The Vendor Contact will receive one notification for issues, per questionnaire, regardless of the number of issues created for the questionnaire.
You have a response from [Organization Name] (Preview) This notification is sent when the Vendor Owner adds a response to the Vendor Conversation on the Issue Details page.
Your questionnaire has been canceled (Preview) This notification is sent when you cancel a questionnaire that you have sent to the vendor.  
Questionnaire Notifications for the Vendor Owner

The table below lists the notifications that are sent to the Vendor Owner when carrying out workflows under the Vendor Risk Management module

Notification Subject Line Triggering Action
[Questionnaire Name] Questionnaire is Ready for Review (Preview) This notification is sent once the Vendor Contact has completed the questionnaire.
You have a response from [Vendor Organization Name] (Preview) This notification is sent when the Vendor Contact adds a response to an issue from their vendor portal.
  • If the Vendor Contact adds a response to two or more issues within a five-minute time span, you will receive all notifications in one Email Digest. To learn more, see the KCM GRC Email Digest section, above.

Policy Campaign Notifications

Under the Policy Management module, you will create policy campaigns for the various policies and agreements that are required of the employees in your organization. Your users will receive and acknowledge the policy agreements by email. When your users acknowledge the policies, the acknowledgments are recorded in your KCM GRC platform. 

When creating a policy campaign, you will set up automatic email notifications for the users in your campaign so they can read and acknowledge policies. To learn about these email notifications, please see the User Experience section of our Policy Management Module Guide.

Note: If a user is enrolled in two or more policy campaigns at one time, they may receive multiple policy acknowledgment notifications in one email digest. To learn more about the email digest, see the KCM GRC Email Digest section above.

Account Activation Notifications

Whenever you add a new user to KCM GRC, they will immediately receive an email notification to activate their account. Additionally, if you enable a user that was previously disabled, they will receive an email to activate their account. To learn more about this email and account activations, please see our How to Activate Your Account, Access Your Account, and Reset Your Password article. 

CSV Export Notifications

Whenever you generate a CSV export from an area of your account, you will download the export from the Data Exports page. Depending on the amount of data included in your export, some CSV files may take more time to generate. Once your CSV file is ready for download, you will receive an email notification from KCM GRC. To learn more, please see our Data Exports Guide

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