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The Hintbox contains 18 email templates, some of which are triggered automatically or semi-automatically. The user roles to which these emails can be sent are listed next to each template.
Here is an overview of the templates.
Information about using a mail address:
Whenever an email address is entered within the hintbox, this email template is automatically triggered for a confirmation and an e-mail is sent to the e-mail address concerned.
Auto reply new report available:
This template is triggered completely automatically. Administrators always receive the message. Managers, on the other hand, only receive the notification if the notification matches the criteria assigned to them. In other words, if the correct subsidiary, the correct matter and the correct area apply to the notification.
Whenever a whistleblower or an internal processor presses “Send report” within a report, the template is triggered.
Auto reply received report:
This message is only intended for the whistleblower. Whenever a report is submitted as a user who is not logged in, an automatic confirmation of receipt is sent. The e-mail has the legal background that the whistleblower must receive confirmation of receipt of the message within 7 days of submitting the report. This means that you can always be sure that the legal deadline is met.
Confirm mail address message:
If a user (whistleblower, reader, manager, system administrator, administrator) subsequently changes the email address stored, the email is automatically sent to the new address.
This can happen within the user profile, for example.
Notification about deletion deadline:
The Notification about deletion deadline template is automatically sent to all internal editors as soon as either a reminder is activated in the workflow or the “Notification of deletion deadline workflow” is activated within the user profile.
If neither of these is activated, the notification is not sent.
Email footer:
The email footer is not a direct automated email. The main purpose is that other automated emails can be customized because they automatically incorporate the email footer into the email.
For example, the previous example can be used here. The notification about the deletion deadline. It can be seen that the email footer is part of another template. The text entered in the email footer is automatically added.
Invitation link message:
As soon as a new internal user is invited to the Hinbox, this email template is automatically sent.
To do this, one of these two buttons must be pressed within the user management.
Failed logins to your Hintbox account:
As soon as seven unsuccessful attempts have been made to log in with the e-mail address provided, this e-mail is automatically sent to the editor or whistleblower concerned. As a result, the account will be temporarily blocked. The blocking period is five minutes.
New message:
As soon as a new message is sent within a report, users are informed as follows:
- Administrators always receive an e-mail
- Managers only receive an e-mail if they are entered as the “person responsible”
- Readers also receive a notification if they are entered as the “responsible person”
- Whistleblowers only receive a notification if they have entered an e-mail address when submitting the notification
Auto Reply report received via email interface:
This message is automatically sent to the whistleblower as soon as a report is sent via the optional e-mail interface. The trigger is when an e-mail is sent to the interface.
Recover password message:
This e-mail template is always triggered when the lost password function is triggered by a user/whistleblower. The function can be found within the login area.
As soon as the e-mail address has been entered and Reset password has been clicked, the e-mail will be sent automatically.
Access restored message:
This email template is related to the end-to-end encryption of the Hintbox.
If the password is reset using the lost password function, access to all existing hints in the Hintbox is encrypted for security reasons.
Access to old hints is also encrypted for newly created users. An administrator with full access to the system and all hints can restore this access for all user groups within the user administration.
You can tell that a user does not have full access if an orange triangle appears in the user's line. Now click on the cogwheel.
The e-mail template is automatically sent to the user concerned as soon as the second window has been confirmed.
Deadline approaching notification:
This template is triggered if the due date for the three-month period has not yet been confirmed. Here is the overview from the dashboard.
The message is sent automatically based on the following two criteria:
- It must be the day on which the deadline expires
- The notification “Notification before the deadline of a report expires” must be activated in the user profile
Auto Reply assigned person changed:
As soon as a new assigned person is defined within a note, this person is automatically informed by e-mail at the moment of assignment.
Mail content when refusing to process a report:
If a report is rejected within the hintbox, a choice is made as to whether the report should be rejected directly or whether a user-defined message should be created.
In both cases, this template is used for the whistleblower. If you want to send a custom message for the report, you can change or add to the template for this notification.
As soon as you click on Refuse report, the message is sent.
Move report to the trash:
You can move a report to the trash within a notification. The template is only executed if you decide to send information about the deletion to the whistleblower.
You can then edit the template and the message will be sent as soon as you click on Move to trash.
Report progress notification:
This template is only sent manually. It is linked to the process steps within the note. The process steps are linked to the issues and vary depending on the selection.
If you now press Send notification, the template is triggered and a predefined text is added to the message by the selected process step.
You can also set the automatically added text individually by navigating to the editing pen of a category in the system settings under Categories & processes and changing the text under Mail text.
Support problem message to administrators:
All non-administrator roles have the option of sending a support message to the administrators via the user profile. As soon as the Support button is pressed, the text of the e-mail template appears.
As soon as the Send notification button is pressed, the written text is used. This can be freely changed by the message reporting support.
