Brightidea offers multiple communication options throughout different sections of the platform. Currently, each email section operates independently and must be configured individually according to your email preferences.
Here is a quick list of all your email options and where to find them:
System Email Messages: Emails that are triggered by front-end User Activity. These emails can be found within Site or System Setup > Site > System Email Messages.
Pipeline Communications: Emails that are triggered by Pipeline Activity. These emails can be found within any Pipeline Setup > Emails.
Action Item Email Notifications: Emails triggered for Evaluators regarding action item notifications. These emails can be found within any Step that has been configured with a Tool Type.
Rules Engine Email Triggers: Automated custom emails that are configured by Administrators and triggered by specific events/conditions. These emails can be found within Pipeline Setup > Rules.
Disabling System Email Messages
Option 1: Turning off All System Emails for All Users
System Administrators can easily disable the emails sent from Brightidea to all Users by toggling 'OFF' the option within Enterprise Setup:
- Navigate to System Setup > Site > System Email Messages
- Deselect the option for Enable System Email Messages.
- Select Save
Important Notes:
- This option will disable emails for System-generated emails for ALL users, including Admins
- Disabling System-level emails will not disable Initiative-level emails
- This option will NOT disable emails for Pipeline-generated emails.
- For more information on Pipeline-generated emails, review this article.
Option 2: Turning off All System Emails for Specific Initiatives
If System Administrators would rather disable the emails for specific Initiatives, they can follow similar steps stated below:
- Navigate to Site Setup > Site > System Email Messages
- Disable the Enable System Email Messages option.
- Select Save
Important Notes:
- If you disable certain emails in an Initiative, and you duplicate the Initiative, the new Initiative will not inherit the disabling of certain email templates.
- This option will disable Initiative emails for System-generated emails for ALL users associated with the Initiative, including Admins
- Newly created Initiatives do not inherit email-disabled settings from System Setup.
- Initiative-level emails need to be disabled on an Initiative-by-Initiative basis under Pipeline Setup > Communications > Email Configuration and Site Setup > Site > System Email Messages
- This option will NOT disable emails for Pipeline-generated emails.
- For more information on pipeline-generated emails, review this article.
Option 3: Turning off Individual Email Templates for All Users
- Navigate to Site or System Setup > Site > System Email Messages.
- Select the title of the email that you wish to disable.
- De-select the checkbox for Enable <template> System Message
- Select Save.
Option 4: Turning off All Emails for a Single User
See this article to show how one user can turn off emails in their profile
Disabling Pipeline Communications
Pipeline Emails can be disabled by navigating to any Initiative and visiting the Pipeline Setup > Emails.
Each individual email template will need to be toggled 'OFF' if you wish to disable. This will affect all Users within this Pipeline only.
Disabling Action Item Emails Notifications
When a Step has been set with a Tool Type, the Step can then be configured to allow for email alerts to be sent to the Evaluators.
To toggle this email alert on/off, go to your Pipeline Steps View and click on the ellipses icon within any configured Step.
Once you have clicked on the Step Configurations, an option prompt will appear allowing you to toggle different email alerts for this specific Step.
Select "Show Advanced Settings" to display all configurations for this Step. Some of the additional email options are within the advanced options.
Scrolling down, the first email alert informs Evaluators that they have received a new Action Item. This can be toggled on/off by simply unchecking the option.
At the bottom of the Advanced Options, there will be two more email options. One is a recurring reminder, and the other is for evaluations that have not been completed.
Disabling Rules Engine Email Triggers
Lastly, emails can be triggered by the Rules Engine when certain conditions are met. If an Administrator creates a Rule where an email is sent when Submissions have moved Steps, then you will need to configure this Rule if you wish the emails to stop sending.
Go to your Pipeline Setup > Rules to find all the triggers that have been created. Clicking into a Rule will open up the conditions and actions that have been configured.
For Rules that have an Email set up as an action, you will see something similar to this -
You can disable these emails by changing the action, setting the Rule as Inactive or deleting the Rule altogether.
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