Email notifications

Emails will automatically be sent when SMTP server management is configured, unless a user opts out or turns off of email notifications.

Approver notifications

  • Pending approval task: A domain user will receive an email notification when an approval task is assigned to one of their approval roles. This email notification is triggered when an approval task is pending either when the record is routed for approval or the previous approval route level is complete.

  • Route withdrawn: A task assignee will receive an email notification if an approval route is withdrawn before the user has completed their pending task. The notification is intended to function as a cancellation notice for the previous task assignment notification.

  • Approval task cancelled: A task assignee will receive an email notification when an approval route is rejected by another approver before the user has completed their pending task. The notification is intended to function as a cancellation notice for the approvers with pending tasks.

Author and route owner notifications

Author and route owner email notifications are only available on qTest and Jira DC records.

The qTest author and route owner need to have a Tricentis Vera account with same username and / or email address. See Set up author email notifications for more detail.

  • Route completion: The user will receive an email notification each time an entity that they have authored has become fully approved. The notification will be sent only after the final approval signature is applied, not each time a single approval signature is applied.

  • Route rejection: The user will receive an email notification when one or more of their authored entities have been rejected by an approver.

Notification example

Background

  • Domain is setup with users and projects.

  • Mail Server is configured.

  • Users (approvers, route owner, and author) have opted in to receive notifications in the domain.

Scenario

When a record in a project associated to a domain is routed for approval

Then following approval route is applied:

  • Level 1 - Business Approval - pending

  • Level 1 - Technical Approval - pending

  • Level 2 - Quality Approval - not started

And business approvers and technical approvers in the domain will get an email notification that they have pending approval tasks on a record that was routed for approval.

Scenario

When business and technical (Level 1) approval is complete:

  • Level 1 - Business Approval - complete

  • Level 1 - Technical Approval - complete

  • Level 2 - Quality Approval - pending

Then quality approvers in the domain will get an email notification after business and technical (Level 1) approval is complete.

Scenario

When quality approval is complete

Then the approval route is complete:

  • The record is approved.

  • The route owner and author will get notified when the record is approved.

Keep in mind the following:

  • Approval routes are configurable.

  • You need to configure the Author field in the record management policy for the author to receive rejection emails.

  • Author emails are limited to qTest test cases and test run records.

  • Route owner emails are limited to qTest test cases and test run records.

Site Administrator notifications

Status mismatch

Vera automatically monitors record status changes between its system of record and the connected source system. When a final approval is applied, both systems should reflect a consistent status.

If Vera detects a potential mismatch after a final approval, it sends an email and logs the issue on the Record Integrity queue. The email includes the unique record ID and a link to the queue so administrators can triage the issue without leaving Vera.

A mismatch can occur for the following reasons:

  • Delayed synchronization between systems.

  • Failed or interrupted API communication.

  • Manual changes in the source system that conflict with the Vera state.

If you receive this notification, follow these steps:

  1. Sign into the Tricentis Vera Web Portal and open the Record Integrity queue from the email link.

  2. Run a Check on the record to confirm whether the mismatch still exists.

  3. If the mismatch is confirmed, resolve it from the queue: run Try to fix automatically to push the source system into the expected state, Dismiss the issue if the mismatch is acceptable, or Add status mapping if the source state should be treated as a valid match. For details on each action, see Record Integrity.

  4. If you can't resolve the discrepancy from Vera, contact Tricentis Support.

To control who receives the mismatch email, see Mismatch Notification.

Account change

Vera sends a notification to Site Administrators and the affected user whenever a user account changes. This helps ensure transparency, security, and auditability across the system.

An account change notification is triggered when:

  • A native authentication password is reset or changed.

  • An account's IdP or IdP username is modified.

  • An account's full name or email address is changed.

If you receive this notification and you made the change, no action is needed. If you didn't make the change, contact your Site Administrator or security team immediately.