Notifications

Configure app-level and user-level notification preferences with multi-tier notification resolution

Overview

The Notifications feature provides a comprehensive system for managing when and how users receive notifications about activities in your apps. The platform uses a multi-level resolution system that checks both app-level permissions and individual user preferences before sending any notification.

App-level and user-level notification settings apply to email notifications only. In-app notifications are not affected by these settings.

Email notifications are batched and sent every 5 minutes rather than individually, reducing inbox noise while keeping users informed of recent activity.

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How Notification Resolution Works

Multi-Level Resolution Process

The platform uses a three-tier system to determine whether notifications are sent:

1. Organization-Level Check: First, the system checks if notifications are enabled organization-wide
2. App-Level Check: If allowed by the organization, the system checks if the notification type is enabled at the app level
3. User-Level Check: If allowed by both organization and app, the system checks the individual user’s preferences
4. Final Decision: Notifications are only sent if all three levels approve the notification type

Resolution Flow:

Notification Event Occurs
    ↓
Organization Settings: Are notifications enabled organization-wide?
    ↓ NO → Notification Blocked
    ↓ YES
App Settings: Is this notification type enabled?
    ↓ NO → Notification Blocked
    ↓ YES
User Settings: Does the user want this notification?
    ↓ NO → Notification Blocked  
    ↓ YES
Notification Sent (with Organization Branding)

If any level (organization, app, or user) blocks a notification type, the notification will not be sent, regardless of the other levels’ settings.

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Organization-Level Notification Controls

Before app and user settings take effect, organization-wide controls can override notification behavior.

Enable Organization-wide Notifications

Global Notification Control

Organization administrators can disable all notifications across the entire organization from Organization Settings → General.

Master Control:

• Organization-Wide Toggle: Completely disable all notifications for the entire organization
• Override Behavior: When disabled, no notifications are sent regardless of app or user settings
• Emergency Control: Useful for maintenance periods or organization-wide notification pauses

When the organization-wide notification kill switch is enabled, it overrides all app-level and user-level notification settings. No notifications will be sent until this is re-enabled.

Communication Customization

Email Branding & Customization

Control how email notifications appear to users through Organization Settings → Communication.

Customization Options:

• Custom Organization Banner: Enable branded email headers
• Banner Color: Customize the banner color (e.g., #29b5e8)
• Banner Logo Position: Control logo placement (Left, Right, Center)
• Banner Image: Upload custom organization logo or image
• Email Templates: Customize the appearance of all outbound email notifications

Communication Preview: The settings include a live preview showing how emails will appear to recipients, including:

• Organization branding elements
• Email layout and formatting
• Banner positioning and colors
• Logo integration and sizing

Communication settings apply to all email notifications sent by the platform, including system notifications, automation emails, and user-generated communications.

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App-Level Notification Configuration

App administrators control which notification types are available to users within their app.

Accessing App Notification Settings

1. Navigate to Notifications

   Open your app and select Notifications in the left navigation menu.

   App-level notification settings require admin permissions and control what notification types are available to all users of the app.

2. Configure Notification Categories

   App notification settings are organized into three main categories:

   Assignment Notifications

   Control notifications related to record assignments and watchers:

   User Assignment Notifications

   • Users are assigned a record: Notify when individual users are assigned to records
   • Teams are assigned a record: Notify when entire teams are assigned to records
   • Users are added as watchers: Notify when users are added to watch records
   • Teams are added as watchers: Notify when teams are added to watch records

   Use Cases:

   • Ensure team members know when they’re assigned new work
   • Keep stakeholders informed when they’re added as watchers
   • Maintain visibility into team assignments and responsibilities

   Mention Notifications

   Control notifications for comment mentions and team communications:

   Comment Mention Notifications

   • Users are mentioned in a comment: Notify when individual users are @mentioned
   • Teams are mentioned in a comment: Notify when entire teams are @mentioned

   Use Cases:

   • Ensure users see when they’re specifically mentioned in discussions
   • Keep teams informed when they’re called out in comments
   • Facilitate effective communication and collaboration

   Update Notifications

   Control notifications for record changes and activity:

   Record Update Notifications

   • Assignee or Assignment Group is changed: Notify when assignments change
   • Watchers are added: Notify when new watchers are added to records
   • Comments are added: Notify when new comments are posted
   • All other updates: Notify for any other record modifications

   Use Cases:

   • Keep stakeholders informed of record changes
   • Ensure visibility into important updates
   • Maintain audit trails and communication history
3. Enable/Disable Notification Types

   For each notification type, administrators can:

   Toggle Controls:

   • Enable: Allow this notification type for users in the app
   • Disable: Block this notification type entirely for the app

   Administrative Control:

   • Granular Control: Enable only the notification types relevant to your workflow
   • Noise Reduction: Disable unnecessary notifications to reduce user overwhelm
   • Workflow Alignment: Match notification settings to your business processes

   Start with essential notifications enabled and add more based on user feedback and workflow needs.

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User-Level Notification Preferences

Individual users control their personal notification preferences for notifications that are enabled at the app level.

Accessing User Notification Settings

1. Navigate to User Notification Settings

   Click your profile icon in the bottom-left corner of Elementum, then select Notifications.

   User notification settings only apply to notification types that are enabled at the app level.

2. Configure Personal Preferences

   User notification preferences mirror the app-level categories but are personalized:

   Personal Assignment Preferences

   Users can control notifications for their own assignments:

   Available Options:

   • You’re now the assignee: Receive notifications when assigned to records
   • Your team is now the assignee: Receive notifications when your team is assigned
   • You’re now a watcher: Receive notifications when added as a watcher
   • Your team is now a watcher: Receive notifications when your team becomes a watcher

   User Control:

   • Individual Choice: Each user decides what assignment notifications they want
   • Team Flexibility: Users can choose to receive team notifications or not
   • Workload Management: Users can reduce notifications to focus on direct assignments

   Personal Mention Preferences

   Users control mention-related notifications:

   Available Options:

   • You’ve been mentioned in a comment: Receive notifications for personal @mentions
   • Your team has been mentioned in a comment: Receive notifications for team @mentions

   Communication Control:

   • Direct Mentions: Users can ensure they see personal mentions
   • Team Mentions: Users can choose whether to receive team-wide mentions
   • Focus Management: Users can reduce noise while staying informed

   Personal Update Preferences

   Users control record update notifications:

   Available Options:

   • Assignee or Assignment Group is Changed: Receive notifications for assignment changes
   • Watchers are added: Receive notifications when watchers are added
   • Comments are added: Receive notifications for new comments
   • All other updates: Receive notifications for other record changes

   Update Management:

   • Selective Updates: Users choose which types of changes they want to know about
   • Activity Level Control: Users can manage the volume of update notifications
   • Relevance Filtering: Users focus on updates most important to their role

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Best Practices

App-Level Configuration

Start Conservative: Begin with only essential notifications enabled and expand based on user needs and feedback.

Recommended Approach:

1. Essential Notifications First

   Enable notifications that are critical to your workflow:

   • Assignment notifications for task management
   • Mention notifications for communication
   • Comment notifications for collaboration
2. Monitor Usage Patterns

   • Track which notifications users find valuable
   • Identify which notifications cause noise or confusion
   • Adjust settings based on actual usage and feedback
3. Workflow Alignment

   • Match notification settings to your business processes
   • Consider the roles and responsibilities of your users
   • Ensure notifications support rather than disrupt productivity

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Troubleshooting

Common Issues

Notifications Not Being Received

Possible Causes:

• App-level notifications disabled for that type
• User-level preferences blocking notifications
• Email delivery issues (if using email notifications)
• User not properly assigned or watching the record

Solutions:

1. Check App Settings: Verify the notification type is enabled at the app level
2. Check User Settings: Confirm the user has enabled that notification type
3. Verify Assignments: Ensure the user is properly assigned or watching the record
4. Test Delivery: Send test notifications to verify delivery channels work

Too Many Notifications

Possible Causes:

• Too many notification types enabled at app level
• Users haven’t customized their preferences
• High activity levels generating excessive notifications
• Lack of notification filtering or batching

Solutions:

1. Review App Settings: Disable unnecessary notification types
2. User Education: Help users customize their preferences
3. Workflow Optimization: Reduce unnecessary activities that trigger notifications
4. Batching Options: Implement notification batching if available

Inconsistent Notification Delivery

Possible Causes:

• Mixed app and user settings across the organization
• Different users having different preferences
• System performance issues affecting delivery
• Integration problems with external notification systems

Solutions:

1. Standardize Settings: Establish consistent app-level notification policies
2. User Guidance: Provide clear recommendations for user settings
3. System Monitoring: Monitor notification system performance
4. Integration Testing: Regularly test external notification integrations

Notification Debugging

Diagnostic Steps:

1. Check Organization Settings

   1. Verify the Enable Notifications toggle is turned on in Organization Settings
   2. Check that communication settings are properly configured
   3. Ensure organization-level settings allow notifications
2. Verify App Settings

   1. Check that the notification type is enabled at the app level
   2. Review which notification categories are active
   3. Ensure app settings align with organizational needs
3. Check User Preferences

   1. Verify the user has enabled the specific notification type
   2. Review the user’s overall notification preferences
   3. Confirm the user’s delivery preferences are configured
4. Test the Flow

   1. Create a test scenario that should trigger the notification
   2. Monitor both app and user settings during the test
   3. Verify the notification is generated and delivered correctly
5. Review System Logs

   1. Check system logs for notification generation events
   2. Monitor delivery attempts and any failures
   3. Identify any patterns in notification issues

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Integration with Other Features

Automation Integration

Notification Triggers:

• Automation Actions: Automations can trigger activities that generate notifications
• Assignment Rules: Automated assignments trigger assignment notifications
• Approval Processes: Approval activities generate relevant notifications
• Workflow Events: Various workflow events can trigger notification cascades

Communication Features

Related Systems:

• Comments: Comment notifications integrate with mention and update systems
• Assignments: Assignment systems work closely with notification preferences
• Watchers: Watcher functionality depends on notification settings for effectiveness
• Teams Integration: Microsoft Teams integration can extend notification delivery
• Public Attachment Links: Attachments on records can be made public so notification recipients can access them without logging in

User Management

Profile Integration:

• Regional Settings: User regional preferences may affect notification timing
• Role-Based Settings: User roles may influence default notification preferences
• Team Membership: Team assignments affect team-based notification delivery
• Permission Levels: User permissions may impact which notifications they can receive

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By implementing a thoughtful notification strategy that balances app-level control with user-level customization, you can ensure that your team stays informed without being overwhelmed, leading to better productivity and user satisfaction.