Guide
Notifications

Notifications

What is it?

Notifications allow you to automatically send emails to team members when important events occur in your CRM. For example, you can send a notification when a quotation is created, a lead is assigned, or an opportunity reaches a specific stage.

Notifications Overview

Why use Notifications?

  • Keep Team Informed - Automatically notify team members about important events
  • Never Miss Updates - Get instant alerts when leads or opportunities are created or updated
  • Reduce Manual Work - Eliminate the need to manually send notification emails
  • Customizable Rules - Set up different notifications for different events and recipients
  • Professional Communication - Use predefined email templates for consistent messaging

How Notifications Work

  1. An event happens in your CRM (e.g., quotation created)
  2. The system checks all active notifications for matching triggers
  3. If a notification matches, it identifies who should receive it
  4. An email is sent using the selected email template
  5. Team members receive instant notification about the event

Creating a Notification

Step 1: Basic Information

  1. Go to Admin Center → Notifications
  2. Click New Notification
  3. Enter notification details:
    • Notification Name: A descriptive name (e.g., "Lead Created Alert")
    • Notification Channel: Select "Email"
    • Description (optional): Explain when and why this notification is sent

Basic Information

Step 2: Set Notification Scope

  1. Select Module: Choose which module triggers the notification (CRM, Support, etc.)
  2. Select Document Type: Choose the specific type (Leads, Opportunities, Quotations, etc.)

This determines when your notification will be triggered.

Step 3: Configure Triggers

  1. Trigger On: Select when to send the notification:

    • "On Create" - When a new record is created
    • "On Update" - When a record is modified
    • "On Delete" - When a record is deleted
    • "On Status Change" - When status changes

  2. Field Conditions (optional): Add specific conditions to make the trigger more precise

    • Example: Only send when Priority is "High"
    • Multiple conditions can be combined

Trigger Configuration

Step 4: Configure Recipients

Decide who should receive the notification using one or more methods:

Option 1: Assigned User

Send to the user assigned to the record

  • Example: When a lead is created, notify the assigned sales representative

Option 2: Role-based Recipients

Send to all users with specific roles

  • Example: Send to all "Manager" role users
  • Go to "Select Roles" and choose the roles

Option 3: Static Email Recipients

Send to specific email addresses

  • Click "Add Email" to add individual email addresses
  • Useful for sending to external addresses or specific team members

Step 5: Select Email Template

  1. Click Select Email Template
  2. Choose a pre-designed template (e.g., "Lead Created", "Quote Created")
  3. The template determines the email subject and body format
  4. You can manage templates in Email Templates section

Step 6: Activate Notification

  1. In Notification Status section, toggle "Active" to enable
  2. When enabled, notifications will be sent for matching events
  3. You can disable temporarily without deleting the configuration

Step 7: Save

Click Update & Continue to save the notification

Managing Notifications

View All Notifications

In Admin Center → Notifications, you can:

  • Search: Use the search box to find notifications
  • Filter: Filter by module or other criteria
  • Sort: Sort by notification name, module, or trigger

Edit Notifications

  1. Click on the notification name to open its configuration
  2. Modify any settings (recipients, template, trigger, etc.)
  3. Click Update & Continue to save changes

Disable Notifications

  1. Open the notification
  2. Toggle off the "Active" switch
  3. The notification will stop sending until you enable it again

Common Use Cases

Lead Created Alert: Send email to assigned salesperson when new lead is created

Quotation Follow-up: Notify account manager when quotation status changes to "Sent"

High-Value Opportunity: Alert sales manager when opportunity with amount over $10,000 is created

Payment Received: Notify finance team when payment status changes to "Completed"

Lead Reassignment: Alert both old and new owners when a lead is reassigned

Best Practices

  • Avoid Too Many Notifications - Only create notifications for truly important events to prevent email fatigue
  • Use Clear Names - Give notifications descriptive names so team members understand their purpose
  • Review Recipients - Ensure the right people receive each notification
  • Test First - Test notifications with a small group before rolling out to the entire team
  • Update Templates - Use clear, professional email templates
  • Monitor and Adjust - Disable or modify notifications based on team feedback

Troubleshooting

Notifications not being sent?

  • Check that the notification is toggled "Active"
  • Verify the trigger conditions match actual events
  • Ensure recipients are configured correctly
  • Check that an email template is selected

Wrong people receiving notifications?

  • Review the recipient configuration
  • Check role-based recipients have the correct roles assigned
  • Verify static email addresses are correct

Need to pause notifications?

  • Toggle off the "Active" switch to temporarily disable
  • Re-enable when ready to resume sending

Next Steps

  1. Identify key events in your business that need notifications
  2. Create your first notification following the steps above
  3. Test with a team member to ensure it works
  4. Adjust recipients or triggers based on feedback
  5. Enable additional notifications as needed
Integrations