Configure Notifications for Notify Rules

Title

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:

The recipients
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.

Go to Admin > Templates > Notification Templates > +New Template
Give the Template a name
Add a description so you know what it is for
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)
Set 'Include content' to Yes
Set the Subject - E.g. {Title} is non-compliant
1. {Title} can be used to add the name of the workspace
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.
Save the template
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
{Notification.Rule.Name}	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
{Notification.Policy.Name}	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