Disabling Brightidea Emails / Communications


Question:

How do I disable emails for Brightidea?

Answers:

Brightidea offers multiple communication options throughout different sections of the platform. At this time, each email section lives independently and will need to be configured individually based on 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 Enterprise 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 that are triggered for Evaluators in regards to 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.

For each of the above email templates, we detailed different options on disabling, read below for each option

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 Enterprise Setup > Site > System Email Messages
  • Disable the option that says "Enable System Email Messages".

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Important Notes:

  • This option will disable emails for System generated emails for ALL users (admins included)
  • This option will NOT disable emails for Pipeline generated emails.

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 option that says "Enable System Email Messages".

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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 (admins included)
  • This option will NOT disable emails for Pipeline generated emails.

Option 3: Turning off Individual Email Templates for All Users

  • Navigate to Site / Enterprise Setup > Site > System Email Messages.
  • Select the title of the email that you wish to disable.
  • Once selected, de-select the checkbox where it says " Enable <template> System Message"
  • Select "Save" on bottom of page.
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Option 4: Turning off All Emails for one User

See this article to show how one user can turn off emails in their profile

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.

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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.

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Once you have clicked on the Step Configurations, an option prompt will appear allowing you to toggle different email alerts for this specific Step.

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Clicking on "Show Advanced Settings" will show every configuration for this Step. Some of the additional email options are within the advanced options.

Scrolling down, the first email alert is to inform Evaluators that they have received a new Action Item. This can be toggled on/off by simply unchecking the option.

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At the bottom of the Advanced Options will be two more email options. One is a recurring reminder and the other is for evaluations that have not been completed.

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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 -

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You can disable these emails by changing the action, setting the Rule as "Inactive" or deleting the Rule altogether.

 

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