Configure Notifications for Notify Rules

Title
Configure Notifications for Notify Rules
URL Name
Configure-Notifications-for-Notify-Rules

Question
For each rule type a 'Notify' rule exists. This allows admins to define the conditions that must be met to send email notification showing a workspace is non-compliant or may require action by the recipient.
 
This article explains the next stages to configure the notification emails:
  1. The recipients
  2. Which Notification Template will be used, system default or your own customised email
 
Answer

Notify Rule Configuration

When a notify rule is created in a ruleset, you have the option to customise the email contents that will be included.
Add your own text that will be added to the system default or custom emails for each policy. This can provide instructions or advise what has happened as part of the policy check.

Enable Notifications & Recipients

Now the Notify rule is added to a ruleset/Policy, define who will receive the email and which template will be used. 
We recommend using the system default to test the emails first, then create custom templates if you need to change the tags, language or vocabulary used.
 

To enable notifications

1. Edit the Policy and add or edit the existing notifications:

Compliance Notification Templates

 

System Default Template - This is a template provided with ProvisionPoint, this will pass through the content you have added to the Rules. 
Expand to see an example 

The email will contain

  • The ProvisionPoint image in the header
  • Subject: "Non-compliant policy check for {Title of the workspace}"
  • Content:
    "Non-compliant policy check for {Title of the workspace}"
    {Rule contents - the text you added for each rule}
    Who requested the policy check - If scheduled this will always be the ProvisionPoint bot. If manually requested will display the person who requested it.
    The ProvisionPoint footer

Custom templates  - can be created and used to send additional details or change the language of the email.
Expand to see how to add a custom template

Remember an email will only be sent if there is one item listed as non-compliant
Only one template can be selected for each Policy, so ensure this include values for all checks.
  1. Go to Admin > Templates > Notification Templates > +New Template
  2. Give the Template a name 
  3. Add a description so you know what it is for
  4. Choose the header and footer template from the list to use your company template (if you do not have one, we recommend creating that template first)
  5. Set 'Include content' to Yes
  6. Set the Subject - E.g. {Title} is non-compliant
    1. {Title} can be used to add the name of the workspace
  7. Add the Body of the email
    1. Links to the Site/Team or ProvisionPoint can be included in the body
    2. There are a range of tags that can be used, these will be replaced with the values from the compliance check.
  8. Save the template
  9. Assign it to the Policy instead of System Default

Notification Tags for Compliance

Rule Content

These tags can be used in the content area for each Notify rule. This allows custom text to be added and can include the standard links for other locations in ProvisionPoint
Tag
Description
Result
The rule name that is being run
DisabledOwners.Remove
{Notification.Rule.FamilyName}
The rules family name
DisabledOwners
 

Policy Notification Content

These tags can be added to a Notification template linked to the Compliance Policy.
Tag
Description
Rules
The name of the compliance policy
All
{Notification.Policy.Description}
The description of the compliance policy
All
{Notification.Rules.Content}
The content text of any rules that are found to be non-compliant. This is configured in the rule.
All
{ScheduledRun.TriggeredDate}*
The date the policy was triggered in ISO8601 format.
All
{ScheduledRun.NextScheduledDate}*
The date the policy will run again. Only applicable if the policy has a schedule.
All, will only be displayed if there is a schedule
{Notification.Rule.RemoteData.Title}
The name of the workspace in O365 
Use for Title Mismatch rule
{Notification.Rule.LocalData.Title}
The name of the workspace in ProvisionPoint
Use for Title Mismatch rule
{Notification.Rule.RemoteData.SiteUrl}
The site Url of the workspace in O365 
Use for URL Mismatch rule
{Notification.Rule.LocalData.SiteUrl}
The site Url of the workspace in ProvisionPoint
Use for URL Mismatch rule
{Notification.Rule.RemoteData.DisabledOwners}
The Disabled Owner names
Use for Disabled Owner rule
{Notification.Rule.RemoteData.DisabledOwnerCount}
A numerical count of how many disabled Owners are found in O365
Use for Disabled Owner rule
{Notification.Rule.RemoteData.Owners}
The Owners of the workspace in O365
Use for Disabled Owner/Owner Mismatch rules
{Notification.Rule.RemoteData.TotalOwnerCount}
A count of Owners in O365
Use for Disabled Owner/Owner Mismatch rules
{Notification.Rule.LocalData.TotalOwnerCount}
A count of Owners in ProvisionPoint
Use for Disabled Owner/Owner Mismatch rules
{Notification.Rule.RemoteData.ExternalSharing}
The external sharing set on the Site in O365
Use for External Sharing Mismatch rule
{Notification.Rule.LocalData.ExternalSharing}
The external sharing set on the Site in ProvisionPoint
Use for External Sharing Mismatch rule
{Notification.Rule.RemoteData.PrivacySetting}
The Privacy set on the Group in O365
Use for Privacy Mismatch rule
{Notification.Rule.LocalData.PrivacySetting}
The Privacy set on the Group in ProvisionPoint
Use for Privacy Mismatch rule
{Notification.Rule.RemoteData.InactiveGuests}
The name of inactive guests in O365
Use for Inactive Guest rule
{Notification.Rule.RemoteData.InactiveGuestsCount}
A count of inactive guests in O365
Use for Inactive Guest rule
{Notification.Rule.RemoteData.InactiveSince}*
The date/time (UTC) the guest has been inactive since
Use for Inactive Guest rule
{Notification.Rule.RemoteData.SiteModified}
The date/time the site was last modified
Expiry Policies - Site Last Modified
{Notification.Rule.SiteAccessed}
True/false if the condition was met
Expiry Policies - Site accessed, daily counts, past seven days
{Notification.Rule.TeamChannelActivity}
True/false if there was channel activity within the duration
Expiry Policies - Teams Channel Activity
{Notification.Rule.RemoteData.Analytics.ActionCount}
The number of actions recorded on the site. Only applicable to rules that have a single action count value, e.g. SiteAccessedPastSevenDays 
Expiry Policies - SiteAccessedPastSevenDays 
{Notification.Rule.RemoteData.Analystics.UserCount}
The number users visiting the site. Only applicable to rules that have a single action count value, e.g. SiteAccessedPastSevenDays 
Expiry Policies - SiteAccessedPastSevenDays 
{Notification.Rules.NamesList}
The list of names of all the rules in the policy or ruleset. 
Policy Failures
{Notification.Rules.Error.Trace}
The trace messages for the rules that failed. Prefixed with “Rule Trace:”. 
Policy Failures
Notification.Rules.ErrorTrace 
The error messages for all the rules. Prefixed with “Errors:”. 
Policy Failures
 
*Date qualifiers can be used to simplify the date shown, for example, {ScheduledRun.NextScheduledDate.dd}-{ScheduledRun.NextScheduledDate.MM}-{ScheduledRun.NextScheduledDate.yyyy} = 24-08-2024

 

 
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