How To Customize Outgoing Notifications

Table of Contents

• Summary
• Steps
• Using Merge Tags to Personalize Email Templates
• FAQ

Summary

Please note: Availability is based on your company's package with Whistic, please contact your Customer Success Manager for questions.

Whistic's platform includes various automated notifications related to the requests sent. These notifications can be categorized as follows:

Trust Center

• Access Request Denied: notifies the vendor their request to view your Trust Center was declined.
• Trust Center Shared: notifies the vendor they've been given access to your Trust Center.

Assess

• Business Sponsor Assessment Status Update: notifies the vendor sponsor of progress on an assessment.
• Clarification Request: notifies the vendor of a request to clarify one or more items in their assessment.
• Questionnaire Request (Existing): notifies the vendor of a request to submit an existing questionnaire.
• Questionnaire Request (New): notifies the vendor of a request to submit a new questionnaire.
• Reassessment Request: notifies the vendor of a request to submit a reassessment questionnaire.
• Vendor Update Request: notifies the vendor of a request to update information in Whistic

You can personalize the initial email for the first two scenarios. Additionally, you can customize the notification sent when access to your trust center is denied. Please note that this customization only applies to the initial notification; all other notifications follow standard templates. Admin permissions are necessary to make these updates.

With the latest update, email templates are now grouped by category, giving you greater visibility and control over your outgoing notifications. New capabilities include: toggle reminder emails on or off per notification type, configure a custom reminder cadence, preview email templates before sending, and personalize messages using merge tags (data tags).

⚙️ Steps

1. Log into Whistic.

2. Click on Settings in the top right > select Notification Settings.

3. Select Email Templates from the left sub-menu. You will see all notification types organized into groups: Assessment Requests, Vendor Update, and Assessment Status Updates.

4. At the top of each notification group, configure your reminder cadence by setting the Send Email Reminder Every (number of days) and Max Reminders fields. These settings control how frequently and how many times a reminder will be sent to vendors following the initial notification.

5. Under the Email Reminders column, use the toggle next to each notification source to turn reminder emails on or off for that specific notification type.

Tip: Toggling reminders off for a specific notification type will only suppress the follow-up reminders — the initial notification will still be sent.

6. Click View Template next to the notification you wish to customize. This will expand the template editor for that notification.

7. Write your custom message in the text box. Once satisfied, click Preview Email to review how your customized message will appear to the recipient before saving.

8. Click Save to apply your changes.

Note: Admin permissions are necessary to make these updates.

🏷️ Using Merge Tags to Personalize Email Templates

Merge tags allow you to automatically personalize outgoing notification emails with specific recipient and requester information. These tags are available within the template editor for any customizable notification.

1. Log into Whistic.

2. Click on Settings in the top right > select Notification Settings, then choose Email Templates from the left sub-menu.

3. Click View Template next to the notification you want to personalize to open the template editor.

4. Below the text editor, locate the merge tags row. The following tags are available:

• {{Recipient First Name}} – inserts the recipient's first name
• {{Requester First Name}} – inserts the requester's first name
• {{Requester Last Name}} – inserts the requester's last name
• {{Requester Company Name}} – inserts the requester's company name

5. Click any tag to insert it directly into your message at the cursor position. Merge tags will automatically populate with the appropriate information when the email is sent.

6. Click Preview Email to verify how the personalized message will appear, then click Save to apply your changes.

Tip: Use {{Recipient First Name}} at the start of your message to immediately create a personalized greeting for the vendor receiving the notification.

❓ FAQ

What if I don't customize the notification?

The recipient will receive a personalized notification with their name and your message. If you opt not to personalize the notification, you can keep the default message we have prepared.

Where will the notification come from?

The notification will be sent from [e-mail] unless Send From Domain has been configured. Any replies to these messages will not reach our Support Team. If you need help, please contact our Support Team at [e-mail] [Available Mon-Fri from 9am-5pm MST]

What's Next?

Click HERE to learn more about assessing a vendor.