Unsubscribe Option for Email Notifications-Opt-Out

ThisThe articleEmail describesNotification theOpt Out feature that allows users to easily unsubscribe from non-essential email communications. ThisIts featureprimary aimspurpose is to improve the overall user experience, ensure compliance with strict data privacy regulations, and significantly reduce the volume of manual unsubscribe requests. This article is intended for OPS-COM administrators responsible for managing system communications and user settings.

Setup &and Configuration

Admin Side

ToThis feature requires administrators to enable a global setting and configureassign theappropriate unsubscribe option, an administrator needscategories to followtheir theseemail steps:templates.

Admin

• Side:

  A newmaster setting willcontrols control ifwhether users are able to access email preferences. This setting will beis deployed as off by default.

Once
• enabled,

  Emailadministrators categoriescan areassign pre-defined andcategories to the email templates on their system. The pre-defined email categories cannot be changed.altered Theand available categories are:include:

  • Important (Essential)

  • Promotional Emails (Non-essential)

  • Newsletter (Non-essential)

  • Product Updates (Non-essential)

• Admins can assign any category to the email templates on their system.

• Category selection options will be added to the following email setup pages:

  • The compose email page.

  • The email template page for automated system messages.

System-related emails (e.g., receipts, password resets, new account creation) are exempt from the unsubscribe functionality and cannot be disabled by administrators.

User Side: Managing Email Preferences

When the feature is enabled, end-users can manage their email preferences through an Email Preferences page within their account settings.

Users can access the Email Preferencesthis page in two ways:

• Byby navigating directly to their account settings.

  settings
on
• the

  Bypublic portal or by clicking the Unsubscribe link located in the body or footer of any non-essential email.email they receive.

System-related

emails,

Onsuch as payment receipts, password resets, and new account creation confirmations, are strictly exempt from the Emailunsubscribe Preferencesfunctionality. page,These essential transactional emails cannot be disabled by administrators or opted out of by end-users.

Using this Feature

Administrators and users will findinteract with the following:

categorization

and
• opt-out

  Checkboxesfunctionalities for each email category: Users can select or deselect categories to manage their subscriptions.

• Popover icon (?): Clicking this icon next to a checkbox will displaythrough the categoryfollowing description.

• Select/Deselect All: An option to manage all checkboxes at once.

• Essential Categories: A list of essential email categories that cannot be unsubscribed from will be shown at the bottom of the page.

After making changes, the user must click the Save Changes button. A confirmation message will be displayed.

You can view the user-facing wiki article here.workflows.

Assigning Email Categories

WhenAdministrators must assign a specific email category when setting up system communications. Category selection options are available on both the standard compose email page and the email template page for automated system messages.

1. Select the desired classification from the category drop-down menu when composing ana new email or editing an emailexisting template, administrators can assign an email category.template.

   • Review the system warning prompt. If a non-essential category is selected, a message will clearly display to the admin indicating that the user canhas the ability to opt out of receiving it.

   • IfSave anyour emailtemplate isor marked with a category that a user has unsubscribed from,dispatch the emailemail. will not be sent to that user.

   • Emails marked with a category flagged as essential are always sent.sent, while emails marked with a category a user has explicitly unsubscribed from will automatically be withheld from that specific user.

Managing User Email Preferences

Users will interact with the following elements on the Email Preferences page to control their inbox:

• Checkboxes: Users can select or deselect the checkboxes next to each email category to manage their active subscriptions.

• Popover icon (?): Clicking this icon next to a specific checkbox will display a detailed description of that category.

• Select/Deselect All: Users can click this action to quickly manage all checkboxes at once.

• Essential Categories: Users can view a static list of essential email categories that cannot be unsubscribed from at the very bottom of the page.

• Save Changes: Users must click the Save Changes button to apply their updates. A confirmation message will immediately display to verify the action.

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Best Practices &and Considerations

• Develop a clear business rule: Organizations should develop a firm business rule fordefining what is considered an "essential"essential vs.versus a "non-essential"essential email.

  • Essential emails are critical communications that all users shouldmust be made aware of,receive, such as major operational announcements, emergency road closures, or advisories for lot closures due to heavy snow.

  • Use non-essential categories appropriately: Classify promotional or optional content strictly as non-essential. Non-essential emails are those that a user can safely decide they don’tdo not need, such as event notices for an upcoming open house or a sale at the schoolcampus store.

• Understand the impact of disabling the feature: If the unsubscribe functionality is turned off globally after users have already unsubscribed, their personalized subscription settings will be ignoredignored., and theyUsers will receiveimmediately begin receiving all system emails again.again, which can result in spam complaints or user confusion.