Automating Notifications
Automating Notifications
Scale privacy request management with Smart Actions
Privacy request management at scale requires automation. Smart Actions give you a simple if-this-then-that UI to take automated actions on each privacy request, without writing code.
Common Smart Action use cases
These are starting points. Teams often extend them with Merge Variables for complex routing.
- Automatically send an internal email when a request is verified and ready for fulfillment.
- Automatically send an email to the consumer after completion.
Many customers with a support team on Jira or Zendesk create a ticket by emailing their support board. For complex routing of notifications, use Merge Variables below.
Sending a custom email template
Email templates use Merge Variables. Values wrapped in {{ variable-name }} are replaced with privacy request data when the email sends. Use them in the recipient field, subject, and body. For example, {{ request.consumer_email }} always resolves to the privacy request email address.
Merge Variable: support-email-per-language
Map language to the right inbox, then add {{ support-email-per-language }} in the recipient field of your email template.
| Language | Value |
|---|---|
| French | french-support@yourdomain.com |
| Default | support@yourdomain.com |
When the privacy request is in French, the email goes to french-support@yourdomain.com; otherwise it goes to support@yourdomain.com. Combine dimensions (such as requester type and language) to route Employee + French to french-hr@yourdomain.com. Enterprises with global teams use this to notify the right people every time.
Status emails to consumers
Another Smart Action pattern is notifying the requester automatically. To fully automate fulfillment itself, see our Integrations page. To send different completion emails, create templates for each completed reason with recipient set to {{ request.consumer_email }}, then map them with a Merge Variable whose input type is Email Template.
Merge Variable: Completed Email Template To Consumer
Map the completed reason to the email template you want to send.
| Completed reason | Email template |
|---|---|
| Fulfilled | Fulfilled Email Template |
| Marketing Request | Forward To Marketing Email Template |
| Out of Jurisdiction | Discarded Request Email Template |
| Default | Default Fulfilled Email Template |
In your Smart Action, set a condition such as “When the request status is marked as Completed,” then send the Merge Variable Completed Email Template To Consumer. The consumer receives the right email for that completion reason.
Build the notification flow your team needs
Never miss communicating, internally or to the requester.
Join the Optacy community today
Have any questions? Call us.
From the US: +1 (855) 5-OPTACY (855-567-8229)
From outside the US: +1 (302) 864-2253