I use my email inbox as a “to-do” list and my calendar is a color-coded road map of tasks, projects and meetings for my day, my week and my month. When I have a task to complete that hasn’t come via email, I send myself a message so that I can keep track of it. If I need to follow-up with someone because of an upcoming project deadline, I set a calendar reminder to follow-up on a specific day. My Blackberry chirps throughout the weekend as my reminders pop-up for hair appointments, lunch dates with friends, or trips to the post office that I would otherwise forget to make.
Does this sound familiar?
It’s a fact of life in this technology age that we rely on electronic reminders to get us through our busy days. And as more companies rely on policyIQ to manage their projects, contracts, compliance programs and critical initiatives, we recognize that policyIQ users need more options for customized alerts related to policyIQ content.
Custom Alerts make your policyIQ content a part of your daily task management
policyIQ content isn’t just valuable to the users who are logging in every day – it’s also valuable to users who might otherwise not know that they NEED to log in or take action. In the latest version of policyIQ (being released to all clients over the next several weeks), we are introducing functionality that allows you to create Custom Alerts on your policyIQ content that will trigger email messages to any user or email address. We’re often asked if policyIQ interfaces with your email program for project management or task management. Now it can.
Think about your policyIQ content for a minute. Go ahead. We’ll wait.
Were you thinking about your Sarbanes-Oxley content? If so, you might be tracking Deficiencies – or you might even have separate pages in policyIQ that document the Remediation Plan for those Deficiencies. When the remediation plan was agreed on and documented, you set some deadlines for when that plan needed to be completed. You might have even set a date at which you planned to review progress. Wouldn’t it be great if policyIQ could send a reminder out to the remediation plan owner and the audit team as those dates approach? DONE. policyIQ’s Custom Alerts can be used to set up an email reminder to go out any number of days prior to that deadline. 30 days? 7 days? Both?
Wait…what if you don’t just want an email to go to the process owner, but you also want a reminder to go to his boss – who is not currently a policyIQ licensed user? Done. You are not limited to sending Custom Alerts to just licensed policyIQ users. If an email address exists, you can send a reminder to it.
You were thinking about your Corporate Policies? Would you like to alert the Compliance Director when a corporate policy is updated and published? Cool. Set up a Custom Alert based on the Stage of the item changing to “Published” and an email can be sent every time the page is published.
Did your mind wander to those Contracts you’re tracking? Custom Alerts around the milestone and expiration dates are obvious improvements in your process. But have you considered setting up Custom Alerts to notify your Procurement Director any time a contract is entered with a value greater than $50,000? It’s likely that high value contracts require more attention – and setting up Custom Alerts on your contracts will help to confirm that you aren’t forgetting to properly notify your management team when those contracts come in. Create the Alert to trigger when the Contract Value is greater than $X.
Now take a moment and think about what you aren’t tracking in policyIQ. Projects? Contracts? Policies? Procedures? Internal Control Testing? Is your current process or tool able to generate email alerts based on your custom fields or milestone dates that you’ve entered? Do you have to rely on individuals reviewing the content every day to ensure that all tasks are getting their proper follow-up?
Are you ready to have policyIQ make that easier for you?
Contact us and let us talk to you about how policyIQ will make your process easier to manage through the use of Custom Alerts. If you want to check out the step-by-step how-to for setting up a Custom Alert, check out our online Help for the details.