Notifications keep you and your colleagues informed about what's happening in a process, so no one needs to check the app manually. You can use them as simple reminders, as an escalation system for overdue tasks, or as a way to communicate across teams when a step is finished.
â
How to add a notification
Right-click on the subprocess.
Click Manage Notifications.
Choose when the notification should trigger and how it should be delivered.
You can add as many notifications as you need to a single subprocess, each with its own timing and delivery method.
â
When notifications can trigger
Each notification is built around one of six time attributes:
Before deadline (days/hours/minutes)
On deadline
After deadline (days/hours/minutes)
When subprocess is marked as complete
On reject (available when the subprocess has approval turned on)
On approve (available when the subprocess has approval turned on)
How notifications are delivered
Each notification can be sent in one of three ways:
Dashboard alert, process card turns red
Email
Text message, sent to a phone number
Who receives a notification
Static recipients
You can send a notification to a specific person, a team, or an external contact. These recipients are fixed: if responsibilities change, you'll need to update the notification setup by hand to point to the new person.
â
Dynamic recipients
Instead of naming a specific person, you can assign a notification to a dynamic recipient, so it always reaches whoever currently holds that role on the subprocess:
Assignee
Approver
Backup assignee
Backup approver
If the subprocess is reassigned, notifications set to one of these roles follow automatically. For example, if User A is the assignee and the subprocess is reassigned to User B, User B starts receiving the notification without anyone updating the notification settings.
âMaker works a little differently: it notifies whoever completed the subprocess, regardless of later reassignment. It's usually set automatically on the On reject setting for subprocesses with 4-eyes approval. So if you complete a reconciliation and the approver rejects it, you'd get an email as the maker letting you know.
Team inbox for notifications
When you set a notification's static recipient to Team, you can choose whether it reaches each team member individually or a shared team inbox instead, keeping team communication in one place.
You can add a team email under Settings â Teams. If a team email is set:
Subprocess notifications with Team as the recipient are sent to the team inbox
Subprocess dependency notifications (when unblocked and no maker is selected) are sent to the team inbox
Task due notifications (when enabled and no maker is selected) are sent to the team inbox
If no team inbox is set, notifications are sent only to relevant active team members.
â
Common ways to use notifications
Simple reminders. Turn the process card red an hour before the deadline, send an email at the deadline, and follow up with a text message an hour after, if it's still not marked complete.
â
Cross-team updates. Use On Complete to let another team or contact know a task is finished, so they can start their part of the process, or to flag that you're running behind on something due today.
â
Escalation procedures. Combine multiple notifications on the same subprocess to build a step-by-step escalation. For example, for a recurring regulatory report: - A dashboard alert a couple of days before the deadline - An email to the department in charge with one day left, if the task still isn't complete - A text message to the COO or CEO with two hours left, if it's still outstanding
â