Notifications Guide

​

Overview

• In-App: Notifications within the application (bell icon)
• Email: Sent to your registered email address (Email Guide)
• SMS: Text messages to your phone (SMS Guide)

• Email Notification Delivery - Email configuration, templates, and delivery tracking
• SMS Notification Delivery - Phone verification, SMS setup, and opt-in management
• Report Scheduling - Automated report delivery via email

​

Viewing Notifications

​

In-App Notifications

1. Click the bell icon in the top navigation bar
2. View unread notifications (highlighted)
3. Click a notification to view details
4. Notifications auto-mark as read when opened

​

Notification Types

​

Managing Notification Preferences

​

Access Your Preferences

1. Click your profile avatar (top right)
2. Select Preferences
3. Navigate to Notifications tab

​

Configure By Type

• ✅ Enable/Disable notifications
• 📱 Choose delivery channels (in-app, email, SMS)
• ⏰ Set quiet hours (optional)

Task Assigned
  ☑ In-App: Enabled
  ☐ Email: Disabled
  ☐ SMS: Disabled

​

Quiet Hours

• Default: 10 PM - 7 AM
• Applies to email and SMS only (in-app always enabled)

​

Notification Templates (Org Admins Only)

​

Accessing Templates

1. Go to Settings → Notifications
2. Click Notification Templates
3. View/edit templates by type

​

Template Variables

​

Example: Task Assigned Email Template

New Task: {{task_name}}

Hi {{user_name}},

You have been assigned a new task by {{sender_name}}:

Task: {{task_name}}
Due: {{due_date}}

[View Task]({{link}})

-- {{organization_name}}

​

Editing Templates

1. Select a template to edit
2. Modify subject and body
3. Use variable picker for available fields
4. Preview with sample data
5. Save Changes

​

Notification Priority Levels

​

Notification Actions

• Approve / Reject - Workflow actions
• View Details - Opens related item
• Mark Complete - Complete task
• Acknowledge - Mark as seen

​

Batch Actions

1. Select notifications (checkboxes)
2. Choose batch action:
   • Mark All Read
   • Delete Selected
   • Archive

​

Notification History

1. Go to Profile → Notification History
2. Filter by:
   • Date range
   • Notification type
   • Read/unread status
   • Delivery channel

​

Troubleshooting

​

Not Receiving Email Notifications

1. Email preferences are enabled for that type
2. Email address is verified (check profile)
3. Check spam/junk folder
4. Verify quiet hours settings

​

Not Receiving SMS Notifications

1. Phone number is verified (check profile)
2. SMS preferences are enabled
3. Carrier may block automated messages
4. Contact your administrator

​

Duplicate Notifications

​

Missing Notifications

• Notification was org-wide (not user-specific)
• Your role doesn’t have access to the related item
• Notification was deleted by sender
• You’re not assigned to the related site/department

​

Best Practices

1. Enable critical notifications - Budget alerts, system alerts
2. Use quiet hours - Prevent after-hours interruptions
3. Check in-app daily - Don’t rely solely on email
4. Customize by role - Different settings for different work styles
5. Archive read notifications - Keep inbox clean

​

For Administrators

​

Sending Organization-Wide Announcements

1. Go to Settings → Notifications
2. Click Send Announcement
3. Fill in:
   • Title
   • Message
   • Priority level
   • Target audience (All, Role, Site)
   • Delivery channels
4. Preview before sending
5. Send Now or Schedule

​

Monitoring Delivery Status

1. Go to Settings → Notifications → Analytics
2. See:
   • Delivery success rate
   • Channel performance (email vs SMS)
   • Read rates by notification type
   • Failed deliveries (with reasons)

​

Email Configuration

1. Go to Settings → Notifications → Email Settings
2. Enter:
   • SMTP host
   • Port
   • Username/password
   • From address
   • From name
3. Test Connection
4. Save

​

Signature Notifications

​

Signature Notification Types

​

Automatic Reminders

• 24 hours before expiration for pending requests
• Maximum of 5 reminders per request
• 24-hour cooldown between reminders

​

Related Documentation

​

Privacy & Data

• Notification content is NOT shared across organizations
• Notification history is user-specific (others can’t see yours)
• Administrators can see delivery metrics (not content)
• SMS delivery uses encrypted channels

​

Support

• In-app: Click Help → Contact Support
• Email: admin@example.org