¶ 1. What are app notifications?
App notifications send an email, SMS, or WhatsApp message to the recipients you choose when an event occurs in an app, such as a user submitting a request or a task being created. They keep people informed about progress and tell them when they need to act.
¶ 2. When notifications are sent
A notification is sent when the event you choose happens. The event can be:
- A step action button being clicked. Buttons such as Submit, Approve, Reject, Save, or Update can notify the people who need to know what was done.
- A workflow step being completed. The notification tells users about progress, so they can act when it is their turn.
You can apply a notification to all steps and actions, a specific step, or a specific action. You can also add conditions, so a notification is sent only in certain cases.
¶ 3. Notification channels
| Channel | What it sends |
|---|---|
| Email Notifications | An email to the recipients you choose. You can set the sender, subject, body, and attachments. |
| SMS Notifications | A text message to the recipient’s registered mobile number. |
| WhatsApp Notifications | A WhatsApp message to the recipient, for instant updates. |
¶ 4. Notification types
When you create a notification, you choose one of these types:
| Type | When it is sent |
|---|---|
| Custom Notification | For events beyond the standard types. You choose the recipients and can set your own conditions. |
| Task Created | When a new task is created from the app. It tells the assigned user or role about their new task. |
| Task Completed | When a user completes a task assigned to them. It keeps the people who follow the task informed of its progress. |
| Task Completed Initiator | When a user completes a task. It goes to the person who started the task, to confirm it is done. |
| Task Escalation | When an assigned task is not completed in the set time frame. You can repeat it by time interval (for example, every 4 hours) or by number of occurrences. |
| Task Reminder | Before a task’s deadline, to remind users of pending work. You can repeat it by time interval (for example, every 2 hours) or by number of occurrences. |
| Task Re-Assigned | When a task is moved from one user to another. |
¶ 5. Turn notifications on for an app
Each app has an Enable Notifications setting in its Settings tab. Turn it on and click Save. Notifications you configure are sent only while this setting is on.
¶ 6. What you can set up
- Recipients: the assignee, the assignee’s manager, email fields from the app, roles, or individual users, plus people to copy on the email.
- Message: an email subject and body. Type @ to insert fields from the app’s form.
- Attachments: the app’s uploaded files, its reports, or both.
- Conditions: IF and ELSE blocks that decide which notification is sent.