#System Settings

Refer to the following instructions to configure system settings for the Confidence Platform for Google:

• Configure Email Templates

• Configure Approval Process

• Configure Metadata

#Configure Email Templates

On the Settings > Email templates page, you can view and manage all email templates available on the platform. Built-in templates for various types of notifications are also provided.

To edit a template, select it and click Edit, or click directly on the template name. Note that the type of an existing template cannot be changed. To delete templates, select them and click Delete. Note that built-in templates cannot be deleted.

To create an email template, complete the following steps:

1. Navigate to Settings > Email templates.

2. Click Create in the upper-right corner of the page.

3. On the Create email template page, complete the basic settings in the left section:

   • Name – Enter a name for the template.

   • Description – Provide a brief description.

   • Type – Select the template type.

   Refer to the table below for the template type details.

Template type	Related module	Description
Renewal assignment	Governance	Notify assignee of the renewal process when the renewal task is assigned to the user.
Renewal exception	Governance	Notify the renewal task assignee when the renewal task finishes with exceptions.
Error task	Governance	Notify the task assignee when there is a request error.
Escalation reminder	Governance	Notify the task assignee when the task is about to be overdue and be escalated.
Escalation notification	Governance	Notify the task assignee when the task was escalated and the object status has changed.
Object ownership notification	Governance	Notify the user of primary or secondary contact assignment.
New task	Governance Policy enforcement Information management	Notify the approvers of new task assignment.
Request rejected	Governance Policy enforcement Information management	Notify the requester and approvers of request rejection.
Request cancellation	Governance Policy enforcement Information management	Notify the requester and approvers of request cancellation.
Approval process completion	Governance Policy enforcement Information management	Notify the requester and approvers of approval process cancellation.
Sign-in instruction notification	Administration	Notify newly added Google users of sign-in instructions.
Automation notification	Automation	Notify the trigger of a workflow.
Violation report	Policy enforcement	Notify users of detected violations.

4. In the right section, configure the email content for the template:

   • Email subject – Enter the subject of the email template.

   • Email body – Write the body content. Rich-text formatting is supported.

5. Click Saveto create the template.

#Configure Approval Process

An approval process is a defined process to obtain approval for an operation in the Confidence Platform for Google.

On the Settings > Approval process page, you can view and manage all approval processes available on the platform. To modify an approval process, select it and click Edit, or click directly on the process name. To remove a process, select it and click Delete.

To create an approval process, complete the following steps:

1. Navigate to Settings > Approval process.

2. Click Create in the upper-right corner of the page.

3. In the Create approval process window, complete the following settings:

   • Name – Enter a name for the approval process.

   • Description – Provide a brief description.

   • Type – Select the approval type:

     • Auto approval – Select this option to automatically perform services, rules, and policies using this approval process upon requests and tasks.

     • Manual approval – Assign approvers for each stage as required. You can click Add to include more stages. Up to 5 stages can be added to an approval process.

       • User or group – Enter and select a user or group as the approver.

       • Role – Select a role. Users assigned to this role will be approvers. To know more details about each role, click What does “Role” mean?

   • Overdue, escalation, and reminder – If you select Manual approval, complete the following overdue, escalation, and reminder setting:

     • The task will be overdue after – Set the amount of time after which a task is considered overdue. Enter a value in the text box and select the appropriate unit (days, weeks, months, or years) from the dropdown list.

       You can also choose to send reminder emails to the task assignees before the task is escalated, and select an email template from the dropdown list. Then select from One-time reminder and Recurring reminder to set the reminder frequency.

       • One-time reminder – Specify a number and select the corresponding time unit to determine when the email will be sent in advance.

       • Recurring reminder – Specify a number and select the corresponding time unit to determine when the email will be sent in advance. Then set up a schedule for the email to be resent at regular intervals.

     • Escalation action– Select the action that the escalation will trigger from the drop-down list.

       • Auto approve – The task will be automatically approved if the approval of the task is not completed in a specific period.

       • Auto reject – The task will be automatically rejected if the approval of the task is not completed in a specific period.

       • None – No escalation action.

   • Notification – You can enable the following email notifications for this approval process and select the email template you wish to use for each notification from the corresponding drop-down list. The Confidence Platform for Google provides a built-in email template for each notification. You can create custom email templates in Settings > Email templates.

     For Auto approval:

     • Notify the requester when the request is completed

     For Manual approval:

     • Notify the assignees when the request is assigned

     • Notify the requester and task assignees when the request is canceled

     • Notify the requester and task assignees when the request is rejected

     • Notify the requester and task assignees when the request is completed

4. Click Saveto create the approval process.

#Configure Metadata

The metadata can be used to maintain information for the purpose of creation, geography, compliance and record standards, etc.

On the Settings > metadata page, you can create and manage metadata that is available to be selected in services, profiles, or other configurations and applied to share drives. To modify an metadata, select it and click Edit, or click directly on the metadata name. Note that the type of an existing metadata cannot be changed. To remove a metadata, select it and click Delete.

To create a metadata, complete the following steps:

1. Navigate to Settings >Metadata.

2. Click Create in the upper-right corner of the page.

3. In the Create metadata window, complete the following settings:

   • Name – Enter a name for the metadata.

   • Description – Provide a brief description.

   • Type – Select the metadata type from the dropdown list and configure corresponding settings.

     • Single line of text – Enter a default value for the metadata. You can enter 255 characters at most.

     • Multiple lines of text – Metadata in this type displays formatted text or lengthy text and numbers on more than one line, such as a description of an item.

       Enter a default value for the metadata. To enter multiple lines of text, press Enter on your keyboard. You can enter 20,000 characters at most.

     • Choice – Metadata in this type lets people choose from a list of options that you provide.

     • Enter each choice that you wish to provide on a separate line and choose to display choices using Dropdown list, Radio button, or Checkbox. Then select the default value for the metadata.

4. Click Saveto create the metadata.