Change email notifications

  • Release version: Australia
  • Updated March 12, 2026
  • 2 minutes to read
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    Summary of Change Email Notifications

    Change email notifications are designed to inform users about updates related to Operational Technology (OT) change requests and tasks. These notifications help keep relevant parties informed about the status and changes in requests, enhancing communication efficiency within your organization.

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    Key Features

    • Notifications for OT Change Requests: Alerts are sent when changes occur, such as assignment updates, comments added, approvals, rejections, and changes in status.
    • Notifications for OT Change Tasks: Similar alerts are provided for change tasks, ensuring users are aware of any changes made to their assignments or task details.
    • Customizable Content: Each notification includes specific details such as change request numbers, short descriptions, and links to the relevant change request or task for quick access.

    Key Outcomes

    By implementing these email notifications, ServiceNow customers can expect improved tracking of change requests and tasks, leading to better collaboration among team members. Users will receive timely updates, ensuring they remain informed and can act promptly based on the notifications received.

    Use email notifications to alert users when an Operational Technology (OT) change request or a change task is updated.

    The notifications for OT change requests and change tasks are listed in the following tables.
    Table 1. OT change request email notifications
    Name When to send Who receives it What it contains
    Change assigned to me When the Assigned to field changes and is not empty User who's assigned the change Subject: <Change request #> notification

    Body:

    Short Description: <Short description>

    Click here to view Change Request: <URL to the change request>

    Site: <Site name>

    OT Device: <OT device>

    Equipment Model Entity: <Equipment model entity>

    Description: <Description>
    Change assigned to my group When the Assignment group field changes and is not empty Assignment group Subject: <Change request #> has been assigned to group <assignment group>

    Body:

    Short Description: <Short description>

    Click here to view Change Request: <URL to the change request>

    Site: <Site name>

    OT Device: <OT device>

    Equipment Model Entity: <Equipment model entity>

    Description: <description>
    Change commented When the change request is commented
    • Requested By
    • Watch list
    		 Subject: <Change request #> comments added

    Body:

    Short description: <Short description>

    Click here to view Change Request: <URL to the change request>

    Comments: <Comments added to the change request>
    Change worknoted When a work note is added to the change request.
    • Work note list
    • Assigned to
    • Assignment group
    		 Subject: <Change request #> work notes added

    Body:

    Short description: <Short description>

    Click here to view Change Request: <URL to change request>

    Work Notes: <Work notes added to change request>
    Change approved When the change request is approved
    • Assigned to
    • Assignment group
    		 Subject: <Change request #> has been approved

    Body:

    Short Description: <Short description>

    Click here to view <URL to change request>

    Description: <Description>
    Change rejected When the change request is rejected
    • Assigned to
    • Assignment group
    		 Subject: <Change request #> has been rejected

    Body:

    Short Description: <Short description>

    Click here to view <URL to change request>

    Description: <Description>
    Change on hold When the change request is put on hold Requested By Subject: <Change request #> has been put on hold

    Body:

    Hello <user who created change request>,

    The <Change request #> you requested has been put on hold. The reason for the request being put on hold is: <Reason for change request being put on hold>

    Click here to view your change request: <URL to change request>
    Change off hold When the change request is taken off hold Requested By Subject: <Change request #> has been taken off hold

    Body:

    Hello <user who created change request>,

    The <Change request #> you requested has been taken off hold and is in the <Updated state field> state.

    Click here to view your change request: <URL to change request>
    Table 2. OT change task email notifications
    Name When to send Who receives it What it contains
    Change task assigned to me When the Assigned to field changes and is not empty Person who is assigned the change task Subject: <Change task #> notification -- <Short description>

    Body:

    Short Description: <Short description>

    Click here to view Change Task: <URL to change task>

    Site: <Site name>

    OT Device: <OT device>

    Equipment Model Entity: <Equipment model entity>

    Description: <Description>
    Change task assigned to my group When the Assignment group field changes and is not empty Assignment group Subject: Subject: <Change task #> notification -- <Short description>

    Body:

    Short Description: <Short description>

    Click here to view Change Task: <URL to change task>

    Site: <Site name>

    OT Device: <OT device>

    Equipment Model Entity: <Equipment model entity>

    Description: <Description>
    Change task worknoted When a work note is added to the change task
    • Work note list
    • Assigned to
    • Assignment group
    		 Subject: <Change task #> work notes added -- <Short description>

    Body:

    Short description: <Short description>

    Click here to view Change Task: <URL to change task>

    Work Notes: <Work notes added to change task>