Email Templates

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Overview

SAFE allows organizations to fully customize their outgoing email communications. This feature helps organizations maintain consistent branding, personalize messaging, and enhance engagement with vendors throughout the assessment lifecycle.

The Customizable Outgoing Email Templates capability enables SAFE tenants to:

  • Apply organization-specific branding (logo, light/dark themes)

  • Define default CC recipients

  • Customize email content for each assessment-related email type

  • Preview how the email will appear before saving changes

  • SAFE also provides default templates for all supported email types to ensure quick setup and fallback options.

Email Template Usage Scenarios

SAFE provides configurable outgoing email templates, each aligned to a specific stage in the third-party lifecycle. These templates are automatically triggered based on assessment status and user actions.

Assessment

  • Assessment Request: This email is sent when a new questionnaire assessment is initiated and shared with a vendor. It serves as the first formal communication requesting the vendor to begin the assessment.

  • Assessment Reminder: This email is sent to vendors who have not yet completed their questionnaire before the due date. It reminds them to start or continue the assessment.

  • Assessment Re-Open: This email is sent when an analyst reopens a previously submitted assessment for corrections or additional information. It directs the vendor to review specific flagged questions.

  • Assessment Completion: This email is sent to the SAFE user once the vendor has successfully submitted and completed the questionnaire assessment. It acts as a confirmation of submission.

  • Assessment Escalation: This email is sent to SAFE users when vendor assessments are overdue. It highlights delayed third parties and supports escalation workflows.

  • Assessment Submission: This email is sent to notify relevant stakeholders when a vendor has submitted their assessment responses. It confirms that the submission has been received and is pending review.

Attestation

  • Attestation Request: This email is sent when an attestation request is initiated and shared with a vendor or stakeholder for review and confirmation.

  • Attestation Request Completion: This email notifies the SAFE user when an attestation request has been fully completed by the recipient.

  • Attestation Request Escalation: This email is sent to SAFE users when attestation requests are overdue, supporting timely follow-up and escalation workflows.

  • Attestation Request Re-Open: This email is sent when a previously completed attestation request is reopened for corrections or additional information.

  • Attestation Request Reminder: This email is sent as a reminder to recipients who have not yet completed a pending attestation request before the due date.

  • Attestation Request Submission: This email notifies stakeholders when an attestation request response has been submitted and is pending review.

Issue

  • Issue Assigned: This email is sent to the assignee when a new issue is assigned to them within SAFE, prompting them to review and take action.

  • Issue Re-Opened: This email is sent to the relevant user when a previously resolved or closed issue is reopened for further review or action.

  • Issue Ready for Review: This email notifies the reviewer when an issue has been addressed and is ready for final review and sign-off.

  • Issue Reminder: This email is sent as a reminder to the assignee when an open issue is approaching or has passed its due date.

Customize Outgoing Email Templates

To customize the email templates:

  1. Navigate to Settings > Third-party.

  2. Scroll down to the Email Templates option.

  3. Upload or update your organization’s logo to display on all outgoing emails.

  4. Hovering over the Logo placeholder displays options to add, edit, or delete the logo.

  5. Default CC Email: Add email addresses to be automatically CC’d on all outgoing vendor emails.

  6. Add or update the email subject and message body. You can use the variables within your email templates. Refer to the table below for supported variables.

  7. The Live Preview Panel on the right displays how your email will look with sample data.

  8. Switch between Light and Dark theme previews to verify the appearance.

  9. Click the Save button at the top-right to save the configuration. All future emails of that type will use the updated configuration.

  10. SAFE provides pre-built default templates for all supported email types. If customization is not done, SAFE automatically uses these defaults.

  11. You can restore defaults at any time using the “Reset to Default” option.

Supported Variables

Placeholder

Description

Supported Email Templates

{{companyName}}

Displays the name of your organization.

Assessment Request, Assessment Reminder, Assessment Re-Open, Assessment Completion, Attestation Request, Attestation Request Re-Open, Attestation Request Reminder, Issue Assigned, Issue Re-Opened, Issue Reminder

{{companyLogo}}

Inserts the logo of your organization as configured in the email template. You can update this logo anytime on the configuration page.

Assessment Request, Assessment Reminder, Assessment Re-Open, Assessment Completion, Attestation Request, Attestation Request Completion, Attestation Request Escalation, Attestation Request Re-Open, Attestation Request Reminder, Attestation Request Submission, Issue Assigned, Issue Re-Opened, Issue Reminder

{{questionnaireSummary}}

Shows a summary of the questionnaire, including how many questions are answered and how many are pending.

Assessment Request

{{questionnaireStartAssessmentLink}}

Adds a link to the questionnaire assessment page. When vendors click this link, they are directed to a page where they can start completing the assessment.

Assessment Request, Assessment Reminder

{{questionnaireReviewAssessmentLink}}

Provides a link to the questionnaire sections flagged by the analyst. Clicking this link directs the vendor to the specific flagged questions for review or correction.

Assessment Re-Open

{{questionnaireShowAssessmentLink}}

Redirects the TPRM analyst to the questionnaire assessment page submitted by the vendor.

Assessment Completion

{{thirdParty}}

Displays the vendor’s email.

Assessment Completion, Attestation Request Completion, Attestation Request Submission

{{dueDate}}

Shows the due date for the questionnaire assessment.

Assessment Completion

{{userFirstName}}

Shows the first name of the user.

Assessment Escalation

{{overdueItemsSection}}

List of third parties with overdue assessment dates.

Assessment Escalation, Attestation Request Escalation

{{documentUploadLink}}

Link to upload the requested document.

Attestation Request

{{overdueCount}}

Displays the total number of overdue items.

Attestation Request Escalation

{{viewCommentLink}}

Link to view comments

Attestation Request Re-Open

{{documentName}}

Displays the name of the document.

Attestation Request Re-Open, Attestation Request Submission

{{documentRequestStartLink}}

Submit Requested Document

Attestation Request Reminder

{{currentDate}}

Displays the current date.

Attestation Request Submission

{{viewAssessmentLink}}

Link to view the assessment.

Attestation Request Submission

{{issueResolveCard}}

Link to resolve the issue

Issue Assigned

{{tenantName}}

Displays the tenant name.

Issue Re-Opened

{{issueReopenedCard}}

Link to view the reopened issue.

Issue Re-Opened

{{issueReviewCard}}

Link to review the issue.

Issue Ready for Review

{{issueReminderCard}}

Link to view issue reminder details.

Issue Reminder