Customizing Access Review Emails

Overview

When you run a User Access Review, Clarity emails each reviewer — once when items are first assigned (the Initial Contact email) and again as the deadline approaches (the Reminder email). You can now customize the wording of both emails to match your organization’s tone and compliance language, and even use a different template for a specific review.

Getting Started

You’ll need the Access Certification Admin role.

1. Go to User Access Review.

2. Open the Email Templates tab.

You’ll see two kinds of templates — Initial Contact and Reminder — each with a starter template marked Default. The defaults match Clarity’s standard wording, so your reviews keep working exactly as before until you decide to change anything.

Step-by-Step Guide

Create a new template

1. On the Email Templates tab, click New Template.

2. Give it a Template Name (something you’ll recognize, e.g. “HITRUST Reviewer Notice”).

3. Choose the Email Type — Initial Contact or Reminder.

4. Fill in the Subject and Body.

5. To drop in a reviewer’s name, the review name, or the due date, click one of the binding chips under Available Bindings (for example {{assignee.first_name}} or {{review.due_date}}). The chip is inserted wherever your cursor is in the subject or body.

6. Click Preview to see exactly how the email will look with sample data. Press Esc or Close when you’re done.

7. (Optional) Turn on Set as default for this type to make this the template every review of that type uses.

8. Click Save.

Available bindings

These placeholders are filled in automatically when the email is sent. If a value is missing, it shows as a labelled placeholder like [First Name] instead of being left blank.

Set a default

Each email type has exactly one default. When you mark a template as the default, the previous default for that type is automatically switched off — you never end up with two. The default is what gets sent for any review that hasn’t been given its own template.

Use a template for a specific review

When you set up a review (or a review template), you can pick a specific Initial Contact and/or Reminder template for it using the Create New picker. If you don’t pick one, the review uses the default for each type.

Edit or delete

Use the row actions on the Email Templates grid to edit or delete a template. You can’t delete a template that’s currently the default — set another template as the default first, then delete it.

Tips & Best Practices

• Always Preview before saving — it shows the email with realistic sample data so you can catch wording or layout issues.

• Keep a default for each type. You can’t remove the last default for a type; promote a replacement first.

• Use bindings instead of typing names or dates so every email is personalized and accurate.

• Plain text + line breaks. Type the body as plain text; your line breaks are preserved in the sent email. (HTML you type is shown as text, not rendered — this keeps emails safe and consistent.)

• Name templates descriptively (audience, framework, or purpose) so they’re easy to find later.