How to Configure Email Templates and Automations for RMS

Overview

In the Student Management System (SMS), you can automate email notifications, SMS alerts, and task assignments for your Risk Management System (RMS) using the Automation feature. By linking RMS records to automated rules and actions, you can automatically notify risk owners when a risk review is approaching, assign follow-up tasks for active controls, or escalate critical risk items.

RMS automations support two dedicated categories:

RMS Risk: Triggers automated actions based on risk details, status, and the Risk Review Date.
RMS Control: Triggers automated actions based on control details, effectiveness, status, and the Control Review Date.

In this tutorial, we will guide you through creating RMS email templates and setting up automated rules for RMS risks and controls.

NOTE: Automation is a paid add-on feature included in Performance and Compliance Plus Packages. If you are on the Entry Pack, please contact the Support team to add this feature to your subscription.

IMPORTANT: Before creating an RMS automation, ensure you have created an Email Template under Administration > Templates > Email Templates with the Email Type set to RMS - Risk or RMS - Control. See related tutorial: How to Create or Edit Email Templates

Default Task Templates for RMS

Task Template	What is it?	Purpose / When should it be activated?
Risk is 6 weeks from Review Date – Risk Management Team	Creates a task for the Risk Management Team when a risk review is due in six weeks.	Activate this template to notify the Risk Management Team of upcoming risk reviews, allowing sufficient time to assess and update risk records before the review date.
Expired Risk Review – Risk Management Team	Creates a task for the Risk Management Team when a risk review has passed its review date.	Activate this template to ensure overdue risk reviews are identified and actioned promptly to maintain an up-to-date risk register.
Risk is 6 weeks from Review Date	Creates a task when a risk review is due in six weeks.	Activate this template to provide an early reminder that a risk review is approaching, helping responsible users prepare for the scheduled review.
Expired Risk Review	Creates a task when a risk review has passed its review date.	Activate this template to alert responsible users that a risk review is overdue and requires immediate attention.
Critical Compliance Risk: Performance Evidence Expiring	Creates a task when performance evidence is approaching its expiry date.	Activate this template to ensure expiring performance evidence is renewed or replaced before it expires, helping maintain compliance.
Critical Compliance Risk: Expired Performance Evidence	Creates a task when performance evidence has expired.	Activate this template to notify the appropriate users that expired evidence requires immediate action to minimise compliance risks.
Critical Compliance Risk: Performance Indicator Evidence Gap	Creates a task when required evidence for a performance indicator is missing.	Activate this template to ensure evidence gaps are identified and addressed, supporting ongoing compliance monitoring and audit readiness.
Critical Compliance Risk: Performance Evidence For Review	Creates a task when performance evidence is awaiting review.	Activate this template to notify reviewers that submitted performance evidence requires assessment and approval before it can be considered complete.

Default Email Templates for RMS

Email Template	What is it?	When should it be activated?
Expired Risk Review	Notifies the recipient that a risk review is overdue.	To prompt immediate review and updating of the risk record.
Risk Review Due in 6 Weeks	Reminds the recipient that a risk review is due in six weeks.	To allow sufficient time to review the risk and update its controls and records before the due date.

Step Tutorial

1. Create an RMS Email Template

Before defining your automation rule, prepare the email template that will be sent to recipients. For the full guide, click here: How to Create or Edit Email Templates

Navigate to Administration > Templates > Email Templates.
Click New (or edit an existing template).
In the Email Type dropdown, select either:
1. RMS - Risk: For templates containing risk-related details and triggers.
2. RMS - Control: For templates containing control-related details and triggers.

Use the dynamic Tag Categories to insert auto-populating fields into your subject line and email body:

Email Type	Available Dynamic Tags
RMS - Risk	Risk – Id, Risk – Description Risk – Owner Risk – Area of Operation Risk – Status Risk – Review Date Risk – Documents Risk – Divisions Risk – Relevant RTO Standards Risk – Performance Indicators
RMS - Control	Control – Id Control – Description Control – Type Control – Effectiveness Control – Status Control – Review Date Control – Divisions Control – Relevant RTO Standards Control – Performance Indicators

Complete the email template using these RMS email dynamic fields then click Save.

2. Navigate to Automation Setup

Go to Administration > Automation.
Click the New " + " button to create a new automation.

3. Configure Automation Details & Category

Enter a clear Title (e.g., RMS Risk Review Due Warning).
Set the Active toggle to Yes.
Select the desired Action:
- Email: Sends an automated email notification.
- SMS: Sends an automated text message.
- Task: Automatically generates and assigns a system task.
Select the target Category:
- RMS Risk: For triggers evaluating risk records.
- RMS Control: For triggers evaluating control records.

4. Set Recipient and Assignee Options

When Action is set to Email, SMS, or Task with an RMS category, configure the Recipient Type:

RMS Users: Target users dynamically linked to the specific RMS record.
Org Unit: Target staff associated with a specific organizational unit.
Individual Staff Members: Target specific staff members directly.

Configuring the "RMS Users" Recipient Type:

When RMS Users is selected, additional dynamic owner fields appear:

Email / SMS Action: The Send To dropdown displays Owner. Selecting Owner automatically routes the notification to the assigned owner of the specific RMS Risk or RMS Control record.
Task Action: The Assign To dropdown displays Owner. Selecting Owner automatically assigns the created task to the owner of the specific RMS Risk or RMS Control record.

For example, if Action = Email

5. Set Date Triggers (Automate When)

In the Automate When section, click the + button to define the date trigger condition:

For RMS Risk Category: Select Risk Review Date.
For RMS Control Category: Select Control Review Date.
Set the timeframe (e.g., 7 Days Before or 1 Day After the review date).

IMPORTANT: Date-based automations are processed daily at 10:00 PM AEST. Ensure your review dates on RMS records are kept up to date.

6. Add Condition Rules (Optional)

In the Conditions section, click the + button to refine when the automation should fire:

Field: Select Risk Status (or other available RMS fields).
Operator: Select from Is Any Of, Is Not Any Of, Is Blank, or Is Not Blank.
Value: Select one or more control statuses:
- Planned
- In Progress
- Active
- Under Review – Testing
- Retired

7. Save the Automation

Review all settings and click Save. The automation rule is now live and will monitor your RMS records automatically.

NOTE: Date-based automations are triggered once per day, at 10pm.

Automations are scheduled to send:

Email - 10pm AEST / 12pm UTC
SMS (Short Messaging) - 10pm AEST / 12pm UTC
Task - 10pm AEST / 12pm UTC
Reports - Every 30 minutes (user defines what time they want the report to be run)
Has Minutes - Every 5 minutes

Automations that include minutes (already outlined on the help guide) will be triggered more frequently than once a day at 10pm as the notification might be time-sensitive e.g. 30mins before the event. Hence, the system will check every 5 mins to see if there are time-based automations to trigger.

And that's how to automate RMS Risk and Control workflows in the SMS!

Congratulations on completing this tutorial. We hope this guide helps streamline your risk management processes. For any questions or assistance, please contact the Support team via email.

FAQs

Why don't I see "RMS - Risk" or "RMS - Control" in the Email Templates dropdown?

- Ensure you are creating an email template under Administration > Templates > Email Templates. If the options are still not visible, verify that your account has the Compliance Plus Package enabled.

Can I send RMS automations via SMS?

- Yes. SMS is supported for both RMS Risk and RMS Control categories. Ensure you have SMS credits available and phone numbers recorded for risk owners.

How does the system know which owner to email?

- When Recipient Type is set to RMS Users and Send To is set to Owner, the system dynamically checks the Owner field on the specific Risk or Control record that triggered the automation and sends the notification to that person.

What happens if a Risk has no assigned Owner?

- If an RMS record has no owner assigned, automated emails or tasks targeted to Owner will not be delivered. We recommend always assigning a Risk Owner when logging a new risk.