Who is this article for?

Users who encountered this issue with Actions they own.

Application Server access and Database Administrator permissions are required to resolve the issue.

If Action Tracking, Risk Management, or Certification robot jobs are enabled, Business Owners will be sent emails when items are assigned to them and meet various criteria. This article explains why Business Owners get an email asking for updates they have already provided and how to stop them from being sent.

1. Issue
2. Solution
   1. Turning off notifications
   2. Removing user email addresses

1. Issue

Normally, an organisation will have two systems:  Production and UAT.  A common task is to "refresh" UAT, which means that:

• A copy is made of the Production database.
• The copy is used to overwrite the UAT database.

At that point, UAT contains the latest data and the configuration from Production.

If no further action is taken, scheduled tasks, such as automated Action Update creation and email notifications, will run.

This leads to the following problem scenario:

• Business Owner is assigned an Action Update in Production.
• Production is copied over to UAT.
• Business Owner completes the Action Update in Production.
• At some time later, the open Action Update in UAT becomes due.
• UAT system sends a reminder email.

2. Solution

To resolve the issue, there are two options to choose from.

2.1. Turning off notifications

After the database has been restored into UAT, disable the notification jobs via App Manager.

This ensures that no notifications are sent, but it does mean that you are unable to test/train around notifications in UAT.

2.2. Removing user email addresses

Alternatively, remove the email addresses from Staff/Contacts to ensure no notifications can be sent.  The jobs can still be set to run, but where an Owner does not have an email address, no email will be sent to them.

This enables you to select users to be part of a test/training session. 

To bulk-remove email addresses:

1. Open the Contacts module.
2. Highlight a user.
3. Press Ctrl + A.
4. Click the You have X Persons selected, click here to edit them box.

5. Tick the Email field.
6. Leave it blank.
7. Click Save.
   

   

8. Repeat the process in the Staff module

Got users with registered FBA or SSO identifies?

These can remain in place. It is enough to remove the email address specified in the user's Properties Panel.