---
sourceDocument: Australia Governance, Risk, and Compliance
sourceDocumentLink: https://www.servicenow.com/docs/r/australia/governance-risk-compliance

 Release :

    - australia

ft:locale :

    - en-US

ft:publication_title :

    - Australia Governance, Risk, and Compliance

ft:clusterId :

    - grc

bundleId :

    - grc

workflow :

    - Technology


---

# Email notifications in Regulatory Change Management

# Email notifications in Regulatory Change Management {#ariaid-title1}

Release version: Australia  
Updated March 12, 2026  
![](https://www.servicenow.com/docs/portal-asset/ico-clock) 7 minutes to read
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## Summary of Email notifications in Regulatory Change Management

The Regulatory Change Management (RCM) application in ServiceNow sends email notifications throughout the lifecycle of regulatory alerts, action tasks, and assessments.
These notifications keep relevant users informed about assignments, approvals, rejections, cancellations, due dates, and status changes, enabling timely and efficient regulatory compliance management.
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Administrators can customize these email notifications, including when they are sent, who receives them, and their content, allowing tailored communication aligned with organizational processes.

## Workflow-driven notifications

These notifications are triggered by specific stages or changes in regulatory alerts and related tasks:

* **Assignment notifications:** Alerts coordinators or assignees when regulatory alerts, change tasks, source document import tasks, or action tasks are assigned, including due dates.
* **Review and approval requests:** Notifies approvers when regulatory change tasks or import document tasks await their review and approval.
* **Approval status updates:** Informs assignees of approvals, rejections, cancellations, or closure of tasks and regulatory feeds.

Recipients and roles vary by notification type, including coordinators, assignees with the `sngrcregchange.user` role, compliance and risk managers or analysts, and RCM managers with the `sngrcregchange.manager` role.

## Smart assessment notifications

These emails notify business users about smart assessments related to regulatory alerts, covering creation, completion, cancellation, and reassignment events. Recipients typically hold the `sngrc.businessuser` role.

## Risk assessment notifications

Notifications inform assessors and approvers (holding `sngrc.businessuser` and risk-related roles) about risk assessments being assigned, reassigned, awaiting approval, canceled due to methodology retirement, or requiring reassessment. These ensure continuous oversight of risk evaluation processes tied to regulatory compliance.

## Reminder notifications

To support timely task completion, reminder emails are sent for regulatory change tasks, import document tasks, regulatory action tasks, and deferred regulatory feeds approaching or past due dates. These reminders target assignees, coordinators, and assessors, helping prevent overdue activities that could impact compliance.

## Practical benefits for ServiceNow customers

* **Improved communication:** Automated, role-specific notifications help ensure the right users are informed at critical points in the regulatory change process.
* **Enhanced compliance tracking:** Timely alerts for assignments, approvals, and due dates reduce the risk of missed or delayed regulatory actions.
* **Customizable messaging:** Admins can adapt notifications to fit organizational workflows and preferences, improving user engagement and response.
* **Integration across regulatory and risk assessments:** Notifications cover both regulatory and risk assessment activities, supporting comprehensive compliance management.

ServiceNow customers leveraging RCM notifications can expect streamlined regulatory alert handling, task assignments, and assessment management, enabling proactive and accountable regulatory compliance.  
Email notifications are sent by the Regulatory Change Management (RCM) application at different stages of the regulatory alert workflow.

## Email notifications {#email-notifications-in-rcm__section_e3r_333_ydc}

An admin can modify email notifications to change when to send it, who receives it, and what it contains. For more information, see [Create an email notification](https://www.servicenow.com/docs/access?context=t_CreateANotification&version=australia&pubname=australia-platform-administration&ft:locale=en-US).

The following table describes the notifications, recipients, and the associated conditions provisioned in the RCM application.

Workflow-driven notifications
:   Sent at different stages of the regulatory alert and action task lifecycle.{#email-notifications-in-rcm__table_workflow_notifications_rcm__entry__4}

    | Notification | Purpose | Triggering conditions | Recipient and roles |
    |-|-|-|-|
    | Assign Regulatory Feed | Informs the coordinator that a regulatory alert has been assigned to them for triage. | Sent when a record is inserted or updated. Condition: Coordinator is set or changed. | Recipient: coordinator.email Roles: RCM user with sn_grc_reg_change.user role |
    | Assign Regulatory Change Task | Informs the assignee that a regulatory change task has been assigned, with its due date. | Sent when a record is inserted or updated. Condition: Assigned to is set or changed. | Recipient: assigned_to.email Roles: RCM user with sn_grc_reg_change.user role |
    | Assign Source Document Import Task | Informs the assignee that a source document import task has been assigned, with its due date. | Sent when a record is inserted or updated. Condition: Assigned to is set or changed. | Recipient: assigned_to.email Roles: RCM user with sn_grc_reg_change.user role |
    | Assign Regulatory Action Task | Informs the assignee that an action task has been assigned, with its due date. | Sent when a record is inserted or updated. Condition: Assigned to is set or changed. | Recipient: assigned_to.email Roles: Compliance manager (sn_compliance.manager), risk manager (sn_risk.manager), compliance analyst (sn_compliance.user), or risk analyst (sn_risk.user) |
    | Review Regulatory Change Task | Informs the approver that a regulatory change task is awaiting their review and approval. | Sent when a record is inserted or updated. Condition: Approval is for a regulatory change task and its state is Requested. | Recipient: approver.email Roles: RCM manager with sn_grc_reg_change.manager role |
    | Review Import Document Task | Informs the approver that a source document import task is awaiting their review and approval. | Sent when a record is inserted or updated. Condition: Approval is for an import document task and its state is Requested. | Recipient: approver.email Roles: RCM manager with sn_grc_reg_change.manager role |
    | Regulatory Change Task approved | Informs the assignee that the regulatory change task has been approved. | Sent when a record is updated. Condition: Approval state changes to Approved for a regulatory change task. | Recipient: sysapproval.assigned_to Roles: RCM user with sn_grc_reg_change.user role |
    | Source Import Document Task approved | Informs the assignee that the source document import task has been approved. | Sent when a record is updated. Condition: Approval state changes to Approved for a source document import task. | Recipient: sysapproval.assigned_to Roles: RCM user with sn_grc_reg_change.user role |
    | Reject Regulatory Change Task | Informs the assignee that the regulatory change task has been rejected. | Sent when a record is updated. Condition: Task is rejected. | Recipient: assigned_to.email Roles: RCM user with sn_grc_reg_change.user role |
    | Reject Source Import Document Task | Informs the assignee that the source document import task has been rejected. | Sent when a record is updated. Condition: Task is rejected. | Recipient: assigned_to.email Roles: RCM user with sn_grc_reg_change.user role |
    | Cancel Regulatory Change Task | Informs the assignee that the regulatory change task has been cancelled. | Sent when a record is updated. Condition: Task is cancelled. | Recipient: assigned_to.email Roles: RCM user with sn_grc_reg_change.user role |
    | Source Import Document Task cancelled | Informs the assignee that the source document import task has been cancelled. | Sent when a record is updated. Condition: Task is cancelled. | Recipient: assigned_to.email Roles: RCM user with sn_grc_reg_change.user role |
    | Regulatory Change Task request cancelled | Informs the assignee that the approval request for a regulatory change task has been cancelled. | Sent when a record is updated. Condition: Approval state changes to Cancelled for a regulatory change task. | Recipient: sysapproval.assigned_to Roles: RCM user with sn_grc_reg_change.user role |
    | Import Document Task request cancelled | Informs the assignee that the approval request for a source document import task has been cancelled. | Sent when a record is updated. Condition: Approval state changes to Cancelled for a source document import task. | Recipient: sysapproval.assigned_to Roles: RCM user with sn_grc_reg_change.user role |
    | Regulatory feed closed | Informs the coordinator that a regulatory alert has been closed. | Sent when a record is updated. Condition: Regulatory alert state changes to Closed. | Recipient: coordinator.email Roles: RCM user with sn_grc_reg_change.user role |
    [ ]

    {#email-notifications-in-rcm__table_workflow_notifications_rcm}

Smart assessment notifications
:   Sent to notify users about regulatory assessments created, cancelled, or reassigned.
:
    {#email-notifications-in-rcm__table_smart_assessment_notifications_rcm__entry__4}

    | Notification | Purpose | Triggering conditions | Recipient and roles |
    |-|-|-|-|
    | Smart assessment created | Informs the assessor that a smart assessment has been created from a regulatory alert. | Sent when a smart assessment creation event is fired from a regulatory alert. | Recipient: Assessment respondent Roles: Business user with sn_grc.business_user role |
    | Smart assessment completed | Informs the requester that a smart assessment has been completed. | Sent when a smart assessment completion event is fired. | Recipient: Assessment requester Roles: Business user with sn_grc.business_user role |
    | Smart assessment cancelled | Informs the assessor that a smart assessment has been cancelled. | Sent when a smart assessment cancellation event is fired, or when an alert is marked not applicable or cancelled. | Recipient: Assessment respondent Roles: Business user with sn_grc.business_user role |
    | Smart assessment reassigned | Informs users that a smart assessment has been reassigned. | Sent when an assessment reassigned event is fired for an assessment scoped to a regulatory alert. | Recipient: Users Roles: Business user with sn_grc.business_user role |
    [ ]

    {#email-notifications-in-rcm__table_smart_assessment_notifications_rcm}

Risk assessment notifications
:   Sent to notify users about risk assessments created, cancelled, or reassigned.
:
    {#email-notifications-in-rcm__table_risk_assessment_notifications_rcm__entry__4}

    | Notification | Purpose | Triggering conditions | Recipient and roles |
    |-|-|-|-|
    | Notify assessor | Informs the assessor that a risk assessment is assigned to them. | Sent when a record is inserted or updated. Condition: State changes to In progress for an assessment scoped to a source record. | Recipient: assessor_user Roles: Business user with sn_grc.business_user, sn_risk_advanced.ara_assessor roles |
    | Assessor changed | Informs the assessor that a risk assessment has been reassigned. | Sent when a record is inserted or updated. Condition: Assessor user changes while the assessment is in progress, for an assessment scoped to a source record. | Recipient: assessor_user Roles: Business user with sn_grc.business_user, sn_risk_advanced.ara_assessor roles |
    | Approver changed | Informs the approver that a risk assessment has been reassigned for approval. | Sent when a record is inserted or updated. Condition: Approver user changes without a state change for an assessment scoped to a source record. | Recipient: approver_user Roles: Business user with sn_grc.business_user, sn_risk_advanced.ara_approver roles |
    | Notify Approver to Approve Assessment | Informs the approver that a submitted risk assessment is awaiting their approval. | Sent when a record is inserted or updated. Condition: The approval state is Requested for a risk assessment. | Recipient: approver Roles: Business user with sn_grc.business_user, sn_risk_advanced.ara_approver roles |
    | Notify assessor asmt cancellation | Informs the assessor that a risk assessment has been cancelled because the risk assessment methodology was retired. | Sent when a record is inserted or updated. Condition: State changes to Cancelled because the associated risk assessment methodology is retired, for an assessment scoped to a source record. | Recipient: assessor_user, approver_user Roles: Business user with sn_grc.business_user, sn_risk_advanced.ara_assessor, sn_risk_advanced.ara_approver roles |
    | Request reassessment | Informs the assessor that a completed risk assessment needs to be reassessed by them. | Sent when a record is inserted or updated. Condition: State changes from Completed to an active assessment state for an assessment scoped to a source record. | Recipient: assessor_user Roles: Business user with sn_grc.business_user, sn_risk_advanced.ara_assessor roles |
    [ ]

    {#email-notifications-in-rcm__table_risk_assessment_notifications_rcm}

Reminder notifications
:   Sent to notify users of regulatory alerts, action tasks, risk assessments and regulatory assessments nearing or past their due date.
:
    {#email-notifications-in-rcm__table_reminder_notifications_rcm__entry__4}

    | Notification | Purpose | Triggering conditions | Recipient and roles |
    |-|-|-|-|
    | Regulatory Change Task reminder | Informs the assignee that the regulatory change task assigned is due today. | Sent by the daily flow Schedule notifications: Regulatory change task on the due date. | Recipient: assigned_to.email Roles: Business user with sn_grc.business_user role |
    | Import Document Task reminder | Informs the assignee that the source document import task assigned is due today. | Sent by the daily flow Schedule notifications: Source import document task on the due date. | Recipient: assigned_to.email Roles: Business user with sn_grc.business_user role |
    | Regulatory Action Task last day | Informs the assignee that the action task assigned is due today. | Sent by the daily flow Schedule notifications: Regulatory action task on the due date. | Recipient: assigned_to.email Roles: Compliance manager (sn_compliance.manager), risk manager (sn_risk.manager), compliance analyst (sn_compliance.user), or risk analyst (sn_risk.user) |
    | Deferred Regulatory Feed reminder | Sends a review reminder to the coordinator of a deferred regulatory alert. | Sent when the coordinator on the deferred alert is set or changed. Sent by the daily flow Schedule Notifications: Reminder for Deferred Regulatory Feed on the reminder date set on the deferred alert. | Recipient: coordinator.email Roles: Business user with sn_grc.business_user role |
    | Notify about Due Date Passed | Informs the assessor that a risk assessment has passed its due date. | Sent when a risk assessment past due date event is fired. | Recipient: assessor_user Roles: Business user with sn_grc.business_user, sn_risk_advanced.ara_assessor roles |
    | Final Notification for Due Date passed | Sends a final reminder to the assessor that a risk assessment has passed its due date. | Sent when a final due date event is fired. | Recipient: assessor_user Roles: Business user with sn_grc.business_user, sn_risk_advanced.ara_assessor roles |
    | Smart assessment overdue | Informs the assessor that a smart assessment is overdue. | Sent when a smart assessment overdue event is fired. | Recipient: Assessment respondent Roles: Business user with sn_grc.business_user role |
    [ ]

    {#email-notifications-in-rcm__table_reminder_notifications_rcm}