Overview

The Risk administration area allows you to configure and manage emails and conduct a risk export.

Navigate to the Risk Administration area through the Navigation Menu > Administration > Risk Administration.

Email Templates

The Email Templates area is utilied to create multiple email templates (email body) which can then be linked to specific emails to be sent through specific criteria within the organisation. Essentially you need to set up the emails you want to send out, and then you can set up the email criteria through the ‘Email’ section below.

To create an email template:

STEP 1: Click the ‘New’ button and a blank template will open.
STEP 2: Define a suitable title and a subject. Enter in the body of the message, you may use the email snippets with auto retrieved application data by clicking on 'Insert code snippet' icon as well.

Within the snippets area, there is an option to select and use a 'Default template' which contains various snippets like the 'first name' and 'Management name(s)' which will display the first name of the recipient and the names of the management respectively.

Additionally, the following snippets are available for you add them to the email template according to your requirements:

Code Snippets	Snippets Description
Risk Name	The title of the risk for which the email is being sent to.
Risk Name List	When consolidated emails are sent, this will show a table with all risks for which email is being triggered displaying the Risk code and title, risk type, risk responsible officer, and secondary responsible person(s). This will only be applicable to some triggers and not all.
Responsible Officer	The responsible officer of the risk for which the email is being sent to.
Secondary Responsible Person	This will display the name of the Secondary Responsible Person when an email is triggered.
Director Name	The responsible officer of the directorate with which the risk is linked to (Camms recommend this not to be used as this has outdated functionality).
Risk Solution Name	The title of the risk treatment action for which the email is being sent to.
Solution Owner	Responsible officer of the risk treatment action for which the email is being sent to.
Solution Next update	Next review date for the risk action.
Original Risk Rating	Immediate previous risk rating in the inherent risk assessment for the risk for which the email is being sent to.
Current Risk Rating	The revised risk rating as at the point the email is sent for the risk for which the email is being sent to.
Solution End Date	End date of the risk treatment action for which the email is being sent to.
Solution Completed Date	Completion date of the risk treatment action for which the email is being sent to.
Risk Review Date	The next review date of the risk for which the email is being sent to.
Risk Assessment	The assessment level in which the risk currently is at, for the risk for which the email is being sent to.
Email Type	The will display the email type when the email is triggered.
Risk Code	The code of the risk for which the email is being sent to.
Service Profile	The service profile with which the risk is linked to, for which the email is being sent to.
Solution Name List	When consolidated emails are sent, this will show a table with all risk actions for which email is being triggered displaying the risk code and title, risk action name, start and end dates, status and % complete. This will only be applicable to some triggers and not all.
Risk Submitter	When the risk approvals feature is enabled, the staff name of the submitter of the risk for which the email is being sent to.
Risk Approver	When the risk approvals feature is enabled, the staff name of the approver of the risk for which the email is being sent to.
Risk URL	Provides a URL for the risk for which the email is being sent to.
Risk Modifications	(Camms recommend this not to be used as this has outdated functionality.)
Change of Risk List	(Camms recommend this not to be used as this has outdated functionality.)

STEP 3: Click the 'Insert' button to save the template. You may create as many templates as required.
STEP 4: Click the '<> HTML' button to load the HTML editor view for the templates to define more formatting options other than what is available in the rich text box controller if required.

You may create as many templates as required.

Please refer to the FAQs on Risk Template examples.

Email

The email reminders screen will allow the Risk Manager to set reminder emails for risk assessments that have yet to be undertaken. Users will receive an automated email reminder notification based on the specific criteria set up within this section for the risk or risk action.

You will need to create the email template (email body) prior to setting up the rules/criteria within this section.

STEP 1: Click the 'Email' tab.

Column

Description / Instructions

Email Time Frame

Select when (time frame) the email needs to be generated. There are two options to choose from (BEFORE or AFTER) the specific date that you are choosing in the options below:

Allows you to define the time frame as number of days before or after the review date entered in the risk assessment. Select before/after from the adjacent dropdown and define the number of days in the text box. For example, if you require the email to be sent to recipients 2 days prior to the review, select 'before' and enter number as '2'.

Recipient

Tick the required boxes to generate reminders only for a particular role/s.

Risk Owner: The Risk Primary Responsible Officer only (does not include Secondary Responsible officers)
Secondary Risk Owner: Once the 'Multiple Risk Owners' setting is enabled via Menu > Framework > Risk Settings > Initial Settings, this recipient type will be available to be configured to sent to all secondary risk owners of Strategic, Operational, Project, and Corporate risks for all email trigger criteria, except for the ‘Solution Assignment’ trigger types.
- If the ‘Secondary Risk Owner’ is configured as a non-mandatory field, emails will be sent out only if the risk has associated 'Secondary Risk Owners'.
** Business Unit Manager:

Strategic: Business Unit Responsible person. (Assessment > Team > Business Unit > Staff > Email)
Operational: Business Unit Responsible person. (Assessment > Team > Business Unit > Staff > Email)
Project: Business Unit Responsible person. (Assessment > Team > Business Unit > Staff > Email)

** Director:

Strategic: Directorate Responsible person. (Assessment > Team > Business Unit > Business Unit Grouping > Responsible Person > Email)
Operational: Directorate Responsible person. (Assessment > Team > Business Unit > Business Unit Grouping > Responsible Person > Email)
Project: Directorate Responsible person. (Assessment > Team > Business Unit > Business Unit Grouping > Responsible Person > Email)

** Business Unit Manager and Director emails are generated only if the Team is linked. Please contact CAMMS to activate this for you if you need.

Risk Manager: Staff who has ‘Risk Manager’ or ‘Administrator’ role.
Solution Owner: Risk Action Responsible person.
Reporting Officer of risk owner: The reporting officer of the risk responsible officer
Branch Risk Coordinator (Camms recommend this not to be used as this has outdated functionality)
Division Risk Coordinator (Camms recommend this not to be used as this has outdated functionality)

Email template

Dropdown list of emails templates defined within Risk Settings > Email Templates area will be displayed. Select the desired template for the reminder.

Risk Type

Tick the required boxes to generate reminders only for a particular risk type or for all risk types.

Risk Rating

Tick the required boxes to generate reminders only for risks that have the particular risk rating/s.

Note: If you require to configure replacing system field label names in the 'Email Reminder' section, please contact Camms Support for assistance.

Email Triggers

Email Trigger

Trigger Description

Review Date

Emails to be triggered based on the 'Next review date' of the risk.

Risk Creation

This trigger will send out notifications when new risks are created in the system.

Note: This email trigger is a bulk email and will be sent before or after the specified number of days. However, the emails will be sent as consolidated emails to the recipient, at the bulk email time specified in the email server. (Please contact Camms to have this configuration set up.)

Risk Submission for Approval

This trigger will send out notifications when risks are submitted for approval. If the Sequential approval workflow is selected, once the first approver submits their approval, the next approver will be notified via email and so on, till all approvers have approved.

Risk Deleted

This trigger will send out notifications when risks are deleted from the system.

Risk Submission – Approved

This trigger will send out notifications when submitted risks are approved.

Will be triggered if there is more than 1 person selected as the Approval Authority. Email will be sent back to the submitter as each member approves the risk (since it is considered a draft still until all members have approved it) once approval is approved.

Risk Solution Creation

This trigger will send the email to the recipients when a risk action is created.

Risk Submission – Approval Completion

This trigger will send out notifications when the risk approval process is completed.

Will be triggered if only 1 person is selected as the Approval Authority. Email will be sent back to the submitter once approval is Approved.

Risk Submission – Not Approved

This trigger will send out notifications when submitted risks are not approved.

Risk Solution Next Update

Emails to be triggered based on the 'Next Review date' of the risk actions/solutions.

Risk Solution End Date

Emails to be triggered based on the 'End date' of the risk actions/solutions.

Risk Solution Completed Date

Emails to be triggered based on the 'Completion date' of the risk actions/solutions.

Risk Assignment

Emails to be triggered when risks are assigned to staff. Emails can be sent to the responsible officers whenever a risk is assigned to them. Consolidated emails notifying a user of all assignments for a day at a pre defined time at once can be enabled for this trigger. It is advised to use the [Risk Name List] snippet to send consolidated emails. The time at which the emails needs to be sent out can be set to any preferred time.

Notes:

A Risk Assignment will be sent only to the Primary and Secondary Responsible Officers as recipients by default. Other recipients will be disabled from being selected.
This email trigger is a bulk email and will be sent before or after the specified number of days. However, the emails will be sent as consolidated emails to the recipient, at the bulk email time specified in the email server. (Please contact Camms to have this configuration set up.)

Risk Rating Change

Emails to be triggered whenever a Risk Rating is changed for the revised risk assessment.

Risk Solution Assignment

Emails to be triggered when risk solutions/actions are assigned to staff. Emails can be sent to the responsible officers whenever a risk solution/action is assigned to them. Consolidated emails notifying a user of all assignments for a day at a pre defined time at once can be enabled for this trigger. It is advised to use the [Solution Name List] snippet to send consolidated emails. The time at which the emails needs to be sent out can be set to any preferred time.

Risk Modified

This trigger will send out notifications when risks are modified in the system.
[Camms recommend this not to be used as this has outdated functionality.]

STEP 2: Make all selections and click the 'Add' button. You may edit the email criteria at any stage, however as soon as you add this, the emails will start to generate from that date forward.

Risk Export

This function provides the ability to export Risks into a Microsoft Excel Spread sheet.

STEP 1: Click the 'Risk Export' tab.

STEP 2: You can choose to export one risk type at one time into a spreadsheet by ticking the relevant tick box. Click the 'Export' button.
STEP 3: Click ‘OPEN' to open or ‘SAVE’ to download a copy to your workstation.

Email Server Configuration

The email server configurations can be setup from this section.

You can either use the Camms inbuilt email server or opt to use your own server. When the Camms server option is used, the below details will be prefilled based on the server configurations and properties. If you are using your own email server, then the below details needs to be configured:

From Address: This defines the address from which the emails auto generated and sent from Camms.Risk should come from.
STMP Server: The STMP server name.
SMTP User name and Password
SMTP Port and whether/not SSL is enabled for the email server

Note: This configuration once set, will apply to the Camms Risk, Incident, Compliance, and Audit modules. However, if you are using any of these modules as a standalone system, please contact Camms Support in order to configure this setup for your organisation.

Administration – Risk Administration