Email Template Wizard Customization

Introduction

The Email Template Wizard allows administrators to set up the email templates in Plutora. Email templates send emails which:

  • are sent after certain trigger events, such as an updated release date. Triggered emails are sent one minute after your update for all Entities. If you make multiple updates, with each update being less than a minute after the previous update, those updates will appear in a single email one minute after the final update. This prevents large numbers of email notifications from being created. 
  • contain specified content.
  • are sent to specified users or user groups.
  • are sent to users’ notification emails. See Update Profile.
  • are sent through Mailgun, which uses opportunistic TLS.

Whenever Mailgun connects to an MX server, it tries to deliver messages over a secure TLS connection. However, if the server doesn’t offer TLS or an error occurs, such as an invalid certificate while establishing the connection, Mailgun will still deliver the message but over an insecure plaintext SMTP connection.

For Plutora Test’s email templates customization page, see Plutora Test Email Templates Customization.

Pre-requisite

You must have ‘Site Administration’ user permission to be able to access and add/edit an email template.

Settings > Customization > Email Notifications > Email Template Wizard

Add an Email Template

To add an Email Template:

  1. Navigate to the ‘Email Template Wizard’ page.
  2. Click .
  3. The ‘Email Template Wizard’ pop-up displays. 
  1. Fill in the template as follows:

StepFields/Description
Email detailsEmail Template Name: Mandatory; Enter a unique name for this template.
Description: Free text; Enter a description for the template.
Status: Select the status from the drop-down.
Entity and triggersEntity: Select an entity from the drop-down.
Trigger: Your choice of Entity will alter what Triggers are available. Select Trigger from the drop-down menu. Certain Triggers display ‘Trigger Options’ on selection. If ‘Trigger Options’ appear’, select as per the requirement.
See the list of Entities and their Triggers below.
Email templateEmail Subject Line: Enter the email subject
From: Displays the default from address, change if required.
Alias: Enter the name of the person or company.
Mail Body: Type the mail body. Drag Entity fields on the left-hand side into the Mail Body to automatically generate information in the email, such as the Release Name. See the list of Entity fields below.
On a Windows computer, one left-click allows the Entity field to be selected and dragged.
On a Mac, the first left-click selects the Entity field and the second left-click allows you to drag.
PreviewView only; displays a preview of the email. Click < to make changes.
Email recipientsChoose the recipients of your email. You can select respective recipient checkboxes or select the specific recipients in the Specified recipients drop-down menu.

  1. Click  if you wish to send a test email.
  2. Click .
The new email template is created and it displays on the grid.

Edit an Email Template

To edit an existing email template, search the email template on the ‘Email Template Wizard’ page. Click .

The template opens, make changes as required and click . For detail on the fields, refer to the above table.

Duplicate an Email Template

To duplicate an email template:

  1. Search and select the email template that you want to duplicate.
  2. Click .
  3. ‘Duplicate current email template’ pop-up displays. Enter the new Email Template Name.
  4. Click

The email template is created and it displays on the grid.

Delete an Email Template

To delete an email template:

  1. Search and select the email template that you want to delete.
  2. Click .
  3. Click on the confirmation pop-up.

The email template is now deleted and a confirmation message displays.

Sort Email Templates

Sort Manually

Sorting ‘Email Templates’ manually changes their order in the drop-down menus

To sort manually:

  1. On the ‘Email Template Wizard’ page hover your mouse cursor over the sort column of the template that you want to sort.  appears.
  2. Drag and drop the email template as you require.
  3. Click .

Sort by Column Header

Sorting by column header only changes their order on the ‘Email Template wizard’ page.

To sort alphabetically by column header, click on the column header. ↑ or ↓ displays indicating the ascending or descending column sort.

List of Entities and Their Triggers

  • Grid setup allows administrators to build the structure of the email body using fields that only relate to that particular trigger.
    • For example, the grid setup that appears for the entity TEBR and trigger Assignee Updated contains fields from Release Phases and Environments, which allow fields from Releases linked to TEBRs and booked Environments to be added to the email body.
  • The Triggers available depend on the Entity chosen while creating the Email Template.
  • Comments emails (see New comments added triggers below) can be turned off using Comments Customization.

The following lists show the Triggers associated with each Entity:

Release

  • Created:
    • Trigger options:
      • Enable Conditional Triggering:
        Conditional Triggering allows a user to more precisely select what will trigger the email. For example, specify a Release’s Name to see emails only regarding that Release.
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
      • Send notification for specific release type.
  • Status updated:
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
      • Send email when Release status has been changed.
  • Any value updated:
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
  • Systems updated:
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
  • New comments added:
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
  • Implementation date updated:
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.

Release Activities

  • Assignee updated.
  • Status updated.
  • Any value updated.
  • New comments added.
  • Due date approaching:
    • Trigger options:
      • Email notification is sent X days before Activity or Criteria is due.
      • Send out a reminder email notification each day post due date if the status is not complete.
      • Send email notification only when existing activity dependencies have been satisfied
      • Enable status updating via Secure Email Link without logging into Plutora.
        Note: Email Notifications do not include Activities or Criteria that are set to N/A.
  • Regular sending:
    • Trigger options:
      • Perform regular message sending at the selected time each day.
      • Report grid setup:
        • Drag and drop Release parameters into the Release Parameters field. Selected Phase parameters will be displayed in the email if [[TABLE_Activities_Report]] is used in the email body.
  • Dependencies resolved.

TECRs

  • Assignee updated:
    • Trigger options:
      Conditional Triggering allows a user to more precisely select what will trigger the email. For example, specify a TECR’s ID to see emails only regarding that TECR.
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Created:
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
      • Send email when TECR status has been changed to. (Toggle switch to On to make changes.)
      • Send email when TECR type is. (Toggle switch to On to make changes.)
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Status updated:
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
      • Send email when TECR status has been changed to. (Toggle switch to On to make changes.)
      • Send email when TECR type is. (Toggle switch to On to make changes.)
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Any value updated:
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
      • Enable status updating via Secure Email Link without logging into Plutora.
  • New comments added:
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Date approaching:
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
      • Email notification is sent X days before Change request starts.
      • Email notification is sent X days before Change request ends.
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Conflict: When a TECR has been raised with dates that conflict with your existing Environment Bookings (whether booked from a TEBR or a Release).
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
      • Enable status updating via Secure Email Link without logging into Plutora.

TEBRs

  • Assignee updated:

    • Trigger options:

      Conditional Triggering allows a user to more precisely select what will trigger the email. For example, specify a TEBR’s name to see updates only for that TEBR.

      • Enable Conditional Triggering:

        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.

      • Environment grid setup:

        • Click the Phase tab and drag and drop Phase parameters into the Phase field. Selected Phase parameters will be displayed in the email if [[TABLE_Environments]] is used in the email body.

        • Click the Environment tab and drag and drop Environment parameters into the Environment field. Selected Environment parameters will be displayed in the email if [[TABLE_Environments]] is used in the email body.

  • Status changed:

    • Trigger options:

      • Enable Conditional Triggering:

        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.

      • Send email when TEBR status has been changed to. (Toggle switch to On to make changes.)

      • Environment grid setup.

  • Created:

    • Trigger options:
      • Trigger automated emails for TEBRs submitted without sufficient lead time.
        Lead time is the minimum number of days required for actioning a TEBR.
        • Click to toggle Trigger automated emails for TEBRs submitted without sufficient lead time and select the Lead Time days.
        • Click to select the Automatically adjust for Weekend checkbox to automatically extend the lead time by two days if the lead time goes over the weekend.
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
      • Click to select the Enable status updating via Secure Email Link without logging into Plutora checkbox to allow users to be able to update the TEBR status by clicking the email without having to be logged into Plutora.
      • Environment grid setup.
  • Any value updated:
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
      • Environment grid setup.
  • Deleted:
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
      • Environment grid setup.
  • Expired:
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
      • Email notification is sent X days before Booking request starts.
      • Environment grid setup.
  • Date approaching:
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
      • Email notification is sent X days before Booking request starts.
      • Email notification is sent X days before Booking request ends.
      • Enable status updating via Secure Email without logging into Plutora.
      • Environment grid setup.
  • Conflict: When a TEBR or Release booking for an Environment or Environment Group comes into conflict with a TEBR, conflict emails will be sent for all affected TEBRs:
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
      • Environment grid setup.
  • New comments added:
    • Trigger options:
      • Enable Conditional Triggering:
        • Click to toggle Enable Conditional Triggering and select the data Column, and triggering Condition. and type the Value.
      • Environment grid setup.

Changes

As well as Stakeholders, Users or User Groups selected in the Assigned To field are now sent notifications.

  • Status updated.
  • Any value updated.
  • Lock status updated.
  • New comments added.

Deployment Plan

  • Status updated: Notifies users if a Deployment Plan’s mode has been updated from Draft, Approved, Execution, or Completed.

 Deployment Plan Activity

  • Activity hasn’t ended on time.
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Activity hasn’t started on time.
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Activity is about to start.
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Activity is completed.
  • Activity status updated.
  • Ad-hoc alert button is pressed.
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Any value updated.
    • Trigger options:
      • Approved Mode toggle switch: Send notifications when the Deployment Plan is in Approved Mode.
      • Execution Mode toggle switch: Send notifications when the Deployment Plan is in Execution Mode.
        If neither toggle switch is selected, notifications will be sent in Draft, Approved, Execution, and Completed modes. 
  • Broadcast actual/planned duration.
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Broadcast remaining duration.
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.
  • New comment added.
  • Planned dates modified.
    • Trigger options:
      • Approved Mode toggle switch: Send notifications when the Deployment Plan is in Approved Mode.
      • Execution Mode toggle switch: Send notifications when the Deployment Plan is in Execution Mode.
        If neither toggle switch is selected, notifications will be sent in Draft, Approved, Execution, and Completed modes. 

PIR Item

  • Created.
  • Status updated.
  • Any value updated.
  • New comments added.
  • PM/RC/Action status updated.
  • Assignee updated.

Phase/Gate

  • Dates changed.

Environment Bookings

  • Created.
  • Status updated:
    • Trigger option:
      • Send email when status has been changed to:
        • Click the toggle switch until it is blue and On, then select from the Items Selected menu.
  • Dates updated.
  • Deleted.

ETL Notification

These Triggers are customized for each customer.

PIR

  • Created.
  • Status updated:
    • Trigger option:
      • Send email when PIR status has been changed to:
        • Click the toggle switch until it is blue and On, then select from the Items Selected menu.
  • Any value updated.

PIR Preventative Measures and Action

  • Created.
  • Any value updated.
  • Status updated.
  • Assignee Updated.
  • Due Date approaching.
    • Trigger options:
      • Send email when a Preventative measure or Action status is.
      • Email notification is sent X days before preventative measure or action is due.
      • Send out reminder email notification each day post due date if status is selected.
  • New comments added.

PIR Item Root Cause Analysis

  • Created.
  • Any value updated.
  • Status updated.
  • New comments added.

Environments

  • Health Check Status updated.
    • Trigger options: Send email when status has been changed to.

Click the toggle switch until it is blue and On, then select from the Items Selected menu.

IM Forms

  • Created.
  • Status updated:
    • Trigger option:
      • Relationship to instance:
        • Child.
        • Parent.
        • Self.
      • Form Workflow to check:
        • If there are any Workflows, they will be listed.
      • Workflow status to trigger:
        • If there are any Workflow statuses, they will be listed.
  • Any value updated:
    • Trigger option:
      • Fields to watch:
        • Form fields will be listed here.
  • Due date approaching.
    • Trigger options:
      • Email notification is sent X days before Activity or Criteria is due.
      • Send out reminder email notification each day post due date if the status is not complete.
      • Form Date field to monitor:
        • Form Date fields will be listed here.
  • New comment added.

List of Entity Fields

When adding or editing an Email Template, drag entity fields into the Mail Body field to automatically insert information. The Entity Fields available depend on the Entity chosen while creating the Email Template.

Comments emails (see [[Comments]] fields below) can be turned off using Comments Customization

The following lists show the Entity Fields associated with each Entity:

Release

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[Release_ID]].
  • [[Release_Name]].
  • [[Release_Status]].
  • [[Release_Type]].
  • [[Region]].
  • [[Portfolio_Association]].
  • [[Release_Date]].
  • [[Impacted Systems]].
  • [[Regression_Risk_Systems]].
  • [[Direct Link]] – Now only contains the Release ID.
  • [[Release_Dependency]]
  • [[Description]].
  • [[AIF_]] – If the user has any additional information fields they will be listed here.
  • [[SystemRoleType_1]].
  • [[SystemRoleType_2]].
  • [[Requestor_Role]].
  • [[Update_via_Secure_URL]].

Release Activities

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[Release_ID]].
  • [[Release_Name]].
  • [[Release_Type]].
  • [[Region]].
  • [[Impacted_Systems]].
  • [[Regression_Risk_Systems]].
  • [[Assigned_to_Phase/Gate]].
  • [[Activity/Criteria_ID]].
  • [[Activity/Criteria_Title]].
  • [[Activity_or_Criteria]].
  • [[Activity/Criteria_Type]].
  • [[Activity/Criteria_Status]].
  • [[Current_Phase]].
  • [[Release_Framework]].
  • [[Assigned_to]].
  • [[Start_Date]].
  • [[Due_Date]].
  • [[KPI’s_Type]].
  • [[KPI’s_Target_Cumulative]].
  • [[KPI’s_Tracking_Planned]].
  • [[KPI’s_Tracking_Actual]].
  • [[Direct_Link]] – Now only contains the Activity/Criteria ID.
  • [[Release_Link]] – Now only contains the Release ID.
  • [[Dependent_Activities]]
  • [[SystemRoleType_1]].
  • [[SystemRoleType_2]].
  • [[AIF_]] – If the user has any additional information fields they will be listed here.
  • [[Requestor_Role]].
  • [[Update_via_Secure_URL]].

TECRs

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[Number]].
  • [[Title]].
  • [[Description]].
  • [[Start_Date]].
  • [[Due_Date]].
  • [[Environments_Names]].
  • [[Release_Name]].
  • [[Release_ID]].
  • [[Status]].
  • [[Assigned_to_user]].
  • [[Type]].
  • [[Requester]].
  • [[Responsible_Stakeholder]].
  • [[Outage_Start_Date]].
  • [[Outage_Due_Date]].
  • [[Direct_link]] – Now only contains the TECR Number.
  • [[AIF_]] – If the user has any additional information fields they will be listed here.
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

TEBRs

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[Number]].
  • [[Title]].
  • [[Description]].
  • [[Start_Date]].
  • [[Due_Date]].
  • [[Release_Name]].
  • [[Release_ID]].
  • [[Booking_Request_Status]].
  • [[Assigned_to_user]].
  • [[Responsible_Stakeholder]].
  • [[Requester]].
  • [[Impacted_Systems]].
  • [[Regression_Risk_Systems]].
  • [[TABLE_Environments]] – This Entity Field inserts the Environment Grid setup, that was created in the Entity and Triggers tab.
  • [[Direct_link]]  – Now only contains the TEBR ID.
  • [[AIF_]] – If the user has any additional information fields they will be listed here.
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

Changes

As well as Stakeholders, Users or User Groups selected in the Assigned To field are now sent notifications.

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[ID]].
  • [[Name]].
  • [[Lock/Unlock]].
  • [[Priority]].
  • [[Status]].
  • [[Value_Score]].
  • [[Raised_By]].
  • [[Raised_Date]].
  • [[Release_Date]].
  • [[Direct_link]]  – Now only contains the Changes ID.
  • [[Assigned_To]].
  • [[AIF_]] – If the user has any additional information fields they will be listed here.
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

Deployment Plan

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Deployment_Plan_Name]].
  • [[Direct_link]].
  • [[Comments]].
  • [[Status]].
  • [[External_Identifier]].
  • [[Release]].
  • [[Responsible Stakeholder]].
  • [[RemainingDuration]].
  • [[ActualDuration]].
  • [[PlannedDuration]].
  • [[AIF_]] – Deployment Plan Activity Custom Fields will be listed here.
  • [[Requester_Role]].

Deployment Plan Activity

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[Deployment_Plan_Name]].
  • [[Deployment_Plan_Row_Number]].
  • [[Deployment_Activity_Name]].
  • [[Deployment_Activity_Description]].
  • [[Deployment_Activity_Type]] – Either Manual or Automated.
  • [[Deployment_Activity_Status]].
  • [[Status]].
  • [[Activity_Systems]].
  • [[Release]].
  • [[External_Identifier]].
  • [[Start_Date]].
  • [[End_Date]].
  • [[Responsible]].
  • [[Direct_link]].
  • [[Remaining_Duration]].
  • [[Actual_Duration]].
  • [[Planned_Duration]].
  • [[Activity_Environment]].
  • [[Activity_Build]].
  • [[DP_CF_]] – Deployment Plan Custom Fields will be listed here.
  • [[AIF_]] – Deployment Plan Activity Custom Fields will be listed here.
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

PIR Item

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[Summary]].
  • [[Theme]].
  • [[Category]].
  • [[Status]].
  • [[Description]].
  • [[PIR_ID]].
  • [[Item_ID]].
  • [[Raised_By]].
  • [[Raised_Date]].
  • [[Secure_URL]].
  • [[PIR_link]]  – Now only contains the PIR ID.
  • [[PIR_Item_link]] – Now only contains the PIR Item ID.
  • [[PIR_link_URL]].
  • [[PIR_Item_link_URL]].
  • [[PIR_Item_Assigned_To]].
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

Phase/Gate

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[Name]].
  • [[StartDate]].
  • [[EndDate]].
  • [[Phase/Gate_Type]].
  • [[Release_ID]].
  • [[Release_Name]].
  • [[Release_link]] – Now only contains the Release ID.
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

Environment Bookings

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[Release_ID]].
  • [[Release_Name]].
  • [[Approver/Rejector]].
  • [[Approved/Rejected_Date]].
  • [[Phase]].
  • [[Allocation_Request_Status]].
  • [[Allocation_Start_Date]].
  • [[Allocation_Due_Date]].
  • [[Request_Number]].
  • [[Request_Title]].
  • [[Environment_Name]].
  • [[Booking_link]].
  • [[Environment_link]].
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

ETL Notification

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[ETL_Source]].
  • [[Time]].
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

PIR

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[ID]].
  • [[Name]].
  • [[Type]].
  • [[Status]].
  • [[Description]].
  • [[Raised_By]].
  • [[Affected_Releases]].
  • [[Direct_link]] – Now only contains the PIR ID.
  • [[AIF_]] – If the user has any additional information fields they will be listed here.
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

PIR Preventative Measures and Actions

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[PIR_ID]].
  • [[Item_ID]].
  • [[Measure_or_Action]].
  • [[ID]].
  • [[Summary]].
  • [[Status]].
  • [[Description]].
  • [[PIRItem_Summary]].
  • [[Secure_URL]].
  • [[Due_Date]].
  • [[Completed_On]].
  • [[Assigned_to_user]].
  • [[Raised_By]].
  • [[Raised_On]].
  • [[Priority]].
  • [[Systems]].
  • [[Future_Releases]].
  • [[PIR_link]] – Now only contains the PIR ID.
  • [[PIR_Item_link]] – Now only contains the PIR Item ID.
  • [[PIR_link_URL]].
  • [[PIR_Item_link_URL]].
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

PIR Item Root Cause Analysis

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[PIR_ID]].
  • [[Item_ID]].
  • [[ID]].
  • [[Summary]].
  • [[Status]].
  • [[Description]].
  • [[PIRItem_Summary]].
  • [[Secure_URL]].
  • [[Raised_By]].
  • [[Raised_On]].
  • [[PIR_link]] – Now only contains the PIR ID.
  • [[PIR_Item_link]] – Now only contains the PIR Item ID.
  • [[PIR_link_URL]].
  • [[PIR_Item_link_URL]].
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

Environments

  • [[Email_Recipient]]
  • [[Company_Name]]
  • [[Name]]
  • [[TestName]]
  • [[Description]]
  • [[System]]
  • [[Build]]
  • [[Environment_Groups]]
  • [[URL]]
  • [[Used_for_Phase]]
  • [[Vendor]]
  • [[Status]]
  • [[Health_Check_Status]]
  • [[Health_Check_Last_Update_Time]]
  • [[TEBR_link]]
  • [[Release_link]]
  • [[TECR_link]]
  • [[Responsible_stakeholders]]
  • [[Direct_link]]
  • [[AIF_User volume this month]]
  • [[AIF_User volume last month]]
  • [[AIF_Response time this month]]
  • [[AIF_Response time last month]]
  • [[AIF_Availability this month]]
  • [[AIF_Availability last month]]
  • [[AIF_MTTR this month]]
  • [[AIF_MTTR last month]]
  • [[AIF_Business Hours]]
  • [[AIF_Testing Impact]]
  • [[AIF_Environment Cost Per Hour]]
  • [[Requester_Role]]

If you select TEBR, TECR, or Release field in the email template, the following conditions must be met to receive its data:

  • TEBRs, TECRs, and Releases are not in Completed or Cancelled mode.
  • The Environment Health Check Status update must take place within the environment booking dates (start and end dates) or within TECR dates (start and end dates).

IM Forms

  • [[DynamicForm_]].
  • [[Comment_Text]].
  • [[FormElement_]].

List of Entities and their Email Recipients

Email recipients checkboxes depend on the Entity chosen while creating the Email Template.

The following lists show the Email Recipient checkboxes associated with each Entity.

Release

Created

  • Enterprise Release stakeholders.
  • Release Owner
  • Specified recipients.

Status Updated

  • Responsible stakeholders.
  • Updater.
  • Release stakeholders.
  • Enterprise Release stakeholders.
  • Release Owner.
  • Specified recipients.

Any Value Updated

  • Responsible stakeholders.
  • Updater.
  • Release stakeholders.
  • Enterprise Release stakeholders.
  • Release Owner.
  • Specified recipients.

Systems Updated

  • Responsible stakeholders.
  • Updater.
  • Release stakeholders.
  • Enterprise Release stakeholders.
  • Release Owner.
  • Specified recipients.

New Comments Added

  • Responsible stakeholders.
  • Updater.
  • Release stakeholders.
  • Enterprise Release stakeholders.
  • Release Owner.
  • Specified recipients.

Implementation Date Updated

  • Responsible stakeholders.
  • Updater.
  • Release stakeholders.
  • Enterprise Release stakeholders.
  • Release Owner.
  • Specified recipients.

Release Activities

All Triggers except for Regular Sending

  • Assigned to.
  • Responsible stakeholders.
  • Updater.
  • Release stakeholders.
  • Enterprise Release stakeholders.
  • Release Owner.
  • Specified recipients.
Regular Sending
  • Assigned to.
  • Responsible stakeholders.
  • Release Owner.

TECRs

All Triggers except Conflict

  • Assigned To.
  • Requestor.
  • Environment stakeholders: Now sends to all User Group Stakeholders too.
  • Release stakeholders: Now sends to all User Group Stakeholders too.
  • Enterprise Release stakeholders.

Conflict

Send email to:

TECR Entity

  • Assigned To.
  • Requestor.
  • Release Stakeholders.

Environment Entities

  • Environment/Environment Group Stakeholders.

Release Entity

  • Release Stakeholders.

TEBR Entity

  • Assigned To.
  • Requestor.

TEBRs

  • Assigned To.
  • Requestor.
  • Watchers.
  • Environment stakeholders: Now sends to all User Group Stakeholders too.
  • Release stakeholders: Now sends to all User Group Stakeholders too.
  • Enterprise Release stakeholders.

Change

Status updated and Any value updated

  • Assigned To.
  • Responsible stakeholders.
  • Requestor.
  • Change stakeholders: Now sends to all User Group Stakeholders too.
  • Target Release stakeholders: Now sends to all User Group Stakeholders too.
  • Enterprise Release stakeholders.

Lock status updated and New comments added

  • Assigned To.
  • Responsible stakeholders.
  • Requestor.
  • Change stakeholders: Now sends to all User Group Stakeholders too.
  • Target Release stakeholders: Now sends to all User Group Stakeholders too.
  • Enterprise Release stakeholders.
  • Specified recipients.

Deployment Plan

  • Responsible stakeholders.
  • Deployment Plan stakeholders.
  • Specified recipients.

Deployment Plan Activity

Activity status is updated, Ad-hoc button is pressed, Broadcast actual/planned duration, Broadcast remaining duration

  • Responsible (Activity assignee).
  • Deployment Plan stakeholders.
  • Notify the Assignee of the next Activity.
  • Notify Assignees of all subsequent Activities.
  • Send to specified recipients.

Activity hasn’t started on time, Activity is about to start, Activity is completed

  • Send email to Responsible (Activity assignee).
  • Send to all Deployment Plan stakeholders.
  • Notify the Assignee of the next Activity.
  • Notify Assignees of all subsequent Activities.
  • Send to specified recipients.

Any value updated, New comments added, Planned dates modified

  • Send email to Responsible (Activity assignee).
  • Send email to Updater.
  • Send to all Deployment Plan stakeholders.
  • Notify the Assignee of the next Activity.
  • Notify Assignees of all subsequent Activities.
  • Send to specified recipients.

PIR Item

  • PIR Item Assigned To.
  • PIR Item Raised By.
  • PM/Action Assignee.
  • Specified recipients.

Phase/Gate

  • Release Responsible stakeholder.
  • Release stakeholders.
  • Enterprise Release stakeholders.
  • Release Owner.
  • Specified recipients.

Environment Bookings

  • Environment stakeholders.
  • Release stakeholders: Now sends to all User Group Stakeholders too.
  • Enterprise Release stakeholders.
  • Specified recipients.

ETL Notification

  • Specified recipients.

PIR

  • PIR Raised By.
  • Specified recipients.

PIR Preventative Measures and Action

  • Assignee.
  • M/Action Raised By.
  • Specified recipients.

PIR Item Root Cause Analysis

  • PM/Action Raised By.
  • Specified recipients.

Environments

  • Environment Responsible stakeholders.
  • Environment stakeholders.
  • System stakeholders.
  • TEBR Creator.
  • TECR Creator.
  • Release Owner.
  • Specified recipients.

IM Forms

  • Specified recipients from field.
  • Specified recipients

More Information

Comment notification emails can be generated in two ways: by toggling on Comments Customization, or by making an Email Template 

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