Set Up Email Notifications

Configure Alerts and Communication for Compliance

Email Notification Overview

Types of Notifications

Admin Notifications:

1. New DSR requests
2. Consent violations
3. System alerts
4. Compliance deadlines
5. Security issues

User Notifications:

6. Consent confirmations
7. DSR request updates
8. Policy change alerts
9. Data export ready
10. Withdrawal confirmations

System Notifications:

11. Scan completions
12. Backup status
13. Update availability
14. Error alerts
15. Performance warnings

Configure SMTP Settings


Step 1: Access Email Settings


`
SLOS → Settings → Email → SMTP Configuration
`

SMTP Configuration:
`json
{
“smtp_host”: “smtp.yourcompany.com”,
“smtp_port”: 587,
“smtp_secure”: “tls”,
“smtp_auth”: true,
“smtp_username”: “noreply@yourcompany.com”,
“smtp_password”: “your-smtp-password”,
“from_email”: “noreply@yourcompany.com”,
“from_name”: “Your Company Privacy Team”,
“reply_to”: “privacy@yourcompany.com”
}
`

Step 2: Test Email Configuration


`
SLOS → Settings → Email → Test Configuration
`

Test Email:
`json
{
“test_recipient”: “admin@yourcompany.com”,
“test_subject”: “SLOS Email Test”,
“test_message”: “This is a test email from Shahi LegalFlowSuite”
}
`

Set Up Admin Alerts


Step 1: Configure Alert Recipients


`
SLOS → Settings → Notifications → Admin Alerts → Recipients
`

Primary Recipients:
`json
[
{
“email”: “privacy@yourcompany.com”,
“name”: “Privacy Officer”,
“role”: “primary”,
“alert_types”: [“all”]
},
{
“email”: “legal@yourcompany.com”,
“name”: “Legal Team”,
“role”: “secondary”,
“alerttypes”: [“dsrrequests”, “compliance_issues”]
},
{
“email”: “it@yourcompany.com”,
“name”: “IT Administrator”,
“role”: “technical”,
“alerttypes”: [“systemalerts”, “security_issues”]
}
]
`

Step 2: Configure Alert Types


`
SLOS → Settings → Notifications → Admin Alerts → Alert Types
`

Critical Alerts (Immediate):

16. [x] New DSR requests
17. [x] Consent violations detected
18. [x] Security breaches
19. [x] System downtime
20. [x] Data export failures

Important Alerts (Daily Digest):

21. [x] Cookie scan results
22. [x] Compliance audit results
23. [x] Policy update reminders
24. [x] User consent withdrawals

Informational Alerts (Weekly):

25. [x] Performance reports
26. [x] Usage statistics
27. [x] Update notifications
28. [x] Backup status

Configure DSR Notifications


Step 1: Set Up Request Notifications


`
SLOS → DSR Portal → Settings → Notifications
`

DSR Email Templates:
`json
{
“request_received”: {
“subject”: “Data Request Received – {{request_id}}”,
“template”: “dsrrequestreceived.html”,
“recipients”: [“user”, “admin”],
“priority”: “high”
},
“verification_required”: {
“subject”: “Verify Your Data Request – {{request_id}}”,
“template”: “dsrverificationrequired.html”,
“recipients”: [“user”],
“priority”: “high”
},
“data_ready”: {
“subject”: “Your Data Export is Ready – {{request_id}}”,
“template”: “dsrdataready.html”,
“recipients”: [“user”],
“priority”: “normal”
},
“request_completed”: {
“subject”: “Data Request Completed – {{request_id}}”,
“template”: “dsr_completed.html”,
“recipients”: [“user”, “admin”],
“priority”: “normal”
}
}
`

Step 2: Customize Email Templates


`
SLOS → DSR Portal → Settings → Email Templates → Edit
`

Template Variables:
`html


Data Request Received

Dear {{user_name}},

We have received your data request (ID: {{requestid}}) on {{requestdate}}.

Request Type: {{request_type}}

We will process your request within {{response_time}} days.

You will receive updates at this email address.

Best regards,
Your Privacy Team

`

Set Up Consent Notifications


Step 1: Configure Consent Confirmations


`
SLOS → Consent Management → Settings → Notifications
`

Consent Email Settings:
`json
{
“consent_confirmation”: {
“enabled”: true,
“subject”: “Your Privacy Preferences – {{website_name}}”,
“template”: “consent_confirmation.html”,
“sendonconsent”: true,
“sendonupdate”: true,
“include_preferences”: true
},
“policy_updates”: {
“enabled”: true,
“subject”: “Privacy Policy Updated – {{website_name}}”,
“template”: “policyupdatenotification.html”,
“sendtoall_users”: false,
“sendtorecent_visitors”: true,
“dayssincevisit”: 90
}
}
`

Step 2: Consent Withdrawal Notifications


`
SLOS → Consent Management → Settings → Withdrawal Notifications
`

Withdrawal Confirmation:
`json
{
“withdrawal_confirmation”: {
“enabled”: true,
“subject”: “Consent Withdrawn – {{website_name}}”,
“template”: “consent_withdrawal.html”,
“includeaffectedcookies”: true,
“providereconsentoption”: true
}
}
`

Configure System Alerts


Step 1: Set Up System Monitoring


`
SLOS → Settings → System → Monitoring → Email Alerts
`

System Alert Configuration:
`json
{
“error_alerts”: {
“enabled”: true,
“error_levels”: [“critical”, “error”],
“frequency”: “immediate”,
“includestacktrace”: false
},
“performance_alerts”: {
“enabled”: true,
“metrics”: {
“responsetimethreshold”: 5000,
“errorratethreshold”: 5,
“memoryusagethreshold”: 80
},
“frequency”: “hourly_digest”
},
“security_alerts”: {
“enabled”: true,
“alert_types”: [
“unauthorized_access”,
“databreachattempt”,
“suspicious_activity”
],
“frequency”: “immediate”
}
}
`

Step 2: Backup Notifications


`
SLOS → Settings → Backups → Notifications
`

Backup Alert Settings:
`json
{
“backup_completed”: {
“enabled”: true,
“subject”: “Backup Completed Successfully”,
“recipients”: [“it@yourcompany.com”]
},
“backup_failed”: {
“enabled”: true,
“subject”: “Backup Failed – Immediate Attention Required”,
“recipients”: [“it@yourcompany.com”, “admin@yourcompany.com”],
“priority”: “high”
},
“backup_overdue”: {
“enabled”: true,
“subject”: “Backup Overdue”,
“frequency”: “daily”,
“graceperiodhours”: 24
}
}
`

Set Up Digest Emails


Step 1: Configure Daily Digest


`
SLOS → Settings → Notifications → Digest Emails
`

Daily Digest Content:
`json
{
“enabled”: true,
“frequency”: “daily”,
“time”: “08:00”,
“timezone”: “America/New_York”,
“content_sections”: [
“dsrrequestssummary”,
“consent_activity”,
“compliance_alerts”,
“system_status”,
“upcoming_tasks”
],
“include_charts”: true,
“recipients”: [“privacy@yourcompany.com”, “admin@yourcompany.com”]
}
`

Step 2: Weekly Compliance Report


`
SLOS → Reports → Schedule → Weekly Compliance Digest
`

Weekly Report:
`json
{
“enabled”: true,
“dayofweek”: “monday”,
“time”: “09:00”,
“report_sections”: [
“consent_statistics”,
“dsrprocessingsummary”,
“complianceauditresults”,
“cookiescansummary”,
“system_performance”,
“recommendations”
],
“format”: “pdf”,
“include_attachments”: true
}
`

Customize Email Templates


Step 1: Access Template Editor


`
SLOS → Settings → Email → Templates → Edit
`

Template Customization:
`html










{{email_content}}

This email was sent by {{company_name}} Privacy Management System.

If you have questions, contact us at {{contact_email}}



`

Step 2: Add Branding


`
SLOS → Settings → Email → Branding
`

Branding Options:
`json
{
“company_logo”: “https://yourcompany.com/logo.png”,
“primary_color”: “#007cba”,
“secondary_color”: “#f8f9fa”,
“font_family”: “Arial, sans-serif”,
“include_unsubscribe”: true,
“custom_css”: “.custom-style { color: #007cba; }”
}
`

Test Notification System


Step 1: Send Test Notifications


`
SLOS → Settings → Notifications → Test → Send Tests
`

Test Scenarios:

29. [x] Admin alert (DSR request)
30. [x] User notification (consent confirmation)
31. [x] System alert (error condition)
32. [x] Digest email (daily summary)
33. [x] DSR workflow emails

Step 2: Verify Delivery


`
SLOS → Settings → Email → Logs → Delivery Status
`

Delivery Monitoring:

34. Send status (success/failed)
35. Delivery time
36. Open rates (if tracked)
37. Bounce notifications
38. Spam complaints

Handle Email Failures


Step 1: Monitor Bounce Handling


`
SLOS → Settings → Email → Bounce Handling
`

Bounce Configuration:
`json
{
“bounce_email”: “bounce@yourcompany.com”,
“hardbounceaction”: “remove_recipient”,
“softbounceaction”: “retry_later”,
“retry_attempts”: 3,
“retrydelayhours”: 24,
“unsubscribeonbounce”: true
}
`

Step 2: Set Up Fallback Delivery


`
SLOS → Settings → Email → Fallback Options
`

Fallback Methods:
`json
{
“secondary_smtp”: {
“enabled”: true,
“host”: “smtp.gmail.com”,
“username”: “backup@yourcompany.com”
},
“webhook_delivery”: {
“enabled”: false,
“url”: “https://api.yourcompany.com/email-webhook”
},
“sms_fallback”: {
“enabled”: false,
“provider”: “twilio”,
“forcriticalalerts_only”: true
}
}
`

Optimize Email Performance


Step 1: Rate Limiting


`
SLOS → Settings → Email → Rate Limiting
`

Rate Limit Settings:
`json
{
“maxemailsper_hour”: 1000,
“maxemailsper_day”: 5000,
“burst_limit”: 100,
“throttleonexceed”: true,
“queueoverflowaction”: “discard_oldest”
}
`

Step 2: Email Queuing


`
SLOS → Settings → Email → Queue Management
`

Queue Configuration:
`json
{
“queue_enabled”: true,
“maxqueuesize”: 10000,
“processing_interval”: 60,
“priority_levels”: [“high”, “normal”, “low”],
“retryfailedemails”: true,
“maxretryattempts”: 3
}
`

Compliance Considerations


Step 1: Email Consent


`
SLOS → Consent Management → Settings → Email Consent
`

Email Communication Consent:
`json
{
“requireemailconsent”: true,
“consent_categories”: [“essential”, “marketing”],
“unsubscribe_options”: {
“oneclickunsubscribe”: true,
“category_unsubscribe”: true,
“global_unsubscribe”: true
},
“consentwithdrawalemail”: “unsubscribe@yourcompany.com”
}
`

Step 2: Data Protection


39. Encrypt email content
40. Anonymize user data in logs
41. Secure SMTP credentials
42. Regular security audits
43. GDPR-compliant email practices

Advanced Email Features


Step 1: Email Personalization


`
SLOS → Settings → Email → Personalization
`

Personalization Options:
`json
{
“user_name”: true,
“company_name”: true,
“request_details”: true,
“consent_preferences”: true,
“geographic_location”: false,
“timebasedgreeting”: true
}
`

Step 2: A/B Testing


`
SLOS → Settings → Email → A/B Testing
`

Testing Configuration:
`json
{
“enabled”: true,
“test_percentage”: 10,
“testvariables”: [“subjectline”, “sendtime”, “templatedesign”],
“winnercriteria”: “openrate”,
“testdurationdays”: 7
}
`

Troubleshooting Email Issues


Common Problems


Emails Not Sending:

44. Check SMTP settings
45. Verify credentials
46. Test network connectivity
47. Review spam filters

Emails Going to Spam:

48. Authenticate domain (SPF, DKIM, DMARC)
49. Use reputable SMTP service
50. Avoid spam trigger words
51. Monitor sender reputation

Template Issues:

52. Check variable syntax
53. Validate HTML structure
54. Test in different email clients
55. Review responsive design

Delivery Delays:

56. Check queue status
57. Monitor sending limits
58. Review rate limiting
59. Test SMTP server performance

Support Resources


Documentation


60. Email Configuration Guide
61. DSR Portal Setup
62. System Settings

Help


63. Email configuration FAQ
64. SMTP troubleshooting guide
65. Compliance consultation
66. Technical support