Who can use this feature?
Only the Application Owner role can use this feature.
What is it?
For your users, you can define what notification options are available to them. Dependent on the user role and permissions, your configuration of entities and modules, the standard available notification options are defined. However, you can further define which of these notifications should be active, forced to be subscribed to, and in what form users should be able to receive notifications.
How does it work?
Adjusting email templates in the users' notification settings
All email templates are listed under the System Wheel > System Administration > Email Templates.
To edit the visibility of an email template in the users' notification settings, click on the respective pen icon of the email template that you want to adjust.
In the template, you will find the following options:
- Activate/deactivate an email template within the user profile notification settings. Please note that if 'Is active?' is unchecked, emails and in-system notifications will still be sent out. However, the email template will not be visible on the Notification tab in the user profile.
- Forbid users to unsubscribe from an email template
- Activate/deactivate the default subscription of new users to an email template.
The email templates per the notification categories
The following 11 notification categories exist. Below, the different email templates per category are mentioned.
1. Newsletter
Receive Newsletter(s) by activating the notification under the Newsletter category:
- All newsletters
2. Own Element
Receive notifications of any changes to an Element that you created by activating notifications under the Own Element category:
- The creator of a campaign will receive notification when new submission is created
- Someone removed a relation from your Element
- Someone added a new submission to your challenge
- Someone edited your Element
- Someone liked your Element
- Someone added a new rating to your Element
- Someone added new relation to your Element
- Your Element was converted into another Entity type
- Someone published your Element
- Someone rejected to publish your Element
ℹ️ Tokens available for this category: [entity:type] [entity:title] [user:fullname] [button] [share:message] [system:link-to-element]
3. Followed Element
Observe the life-cycle of your Followed Elements by activating the Followed Element category:
- Someone removed a rating from an Element you follow
- Someone removed a relation from an Element you follow
- Someone edited an Element you follow
- Someone added a new rating to an Element you follow
- Someone added a new relation to an Element you follow
ℹ️ Tokens available for this category: [entity:type] [entity:title] [entity:comment] [user:fullname] [button] [system:link-to-element]
4. Roadmap
Activate the notification category Roadmap to keep track of your created Roadmap:
- Someone deleted your Roadmap
- Someone updated your Roadmap
- Someone shared a Roadmap scenario with you
ℹ️ Tokens available for this category: [entity:type] [entity:title] [user:fullname] [button] [system:link-to-element]
5. Comment
If you want to be notified of any open discussions throughout the platform, activate notifications under the Comment category:
- Someone deleted your comment
- Someone liked your comment
- Someone commented on your Element
- Someone mentioned you in a comment
- Someone replied to your comment
- Someone commented on an Element you follow
ℹ️ Tokens available for this category: [entity:type] [entity:title] [user:fullname] [button] [system:link-to-element] [entity:comment]
6. Share
By activating the Share category, you will receive notifications related to share activity:
- Someone updated your permissions
- Someone shared an Element with you
- Someone granted you permissions for an Element
- Someone shared several Elements with you
- Someone requested you to share access to an Element
- Your share request was approved
- Your share request was declined
ℹ️ Tokens available for this category: [entity:type] [entity:title] [user:fullname] [button] [system:link-to-element] [share:action] [share:message] [system:link-to-shared-elements-list]
7. Assignment / Application
Keep an eye on your assignments or monitor your application requests by activating notifications under the Assignment / Application category:
- Your team member application was submitted
- Someone requested to join your team
- Your application was accepted
- Your application was declined
- Your application was submitted
- You are assigned to rate ideas
- Somebody added me as Internal Expert to a Trend
- Somebody removed me as an Internal Expert from the Trend
- Somebody added me as Technology Expert to a Technology
- Somebody removed me as a Technology Expert from the Technology
- Somebody added me as Internal Contact to a Company
- Somebody removed me as an Internal Contact from the Company
- Somebody added me as a Moderator to a Community Space
- Somebody removed me as a Moderator from the Community Space
- Somebody added me as Experts to a Community Space
- Somebody removed me as an Expert from the Community Space
- Somebody added me as Members to a Community Space
- Somebody removed me as a Member from the Community Space
- Somebody added me as Project Manager to an Innovation Project
- Somebody removed me as a Project Manager from the Innovation Project
- Somebody added me as Project Team to an Innovation Project
- Somebody removed me as a Project Team from the Innovation Project
- Somebody added me as Project Sponsor to an Innovation Project
- Somebody removed me as a Project Sponsor from the Innovation Project
ℹ️ Tokens available for this category: [user:fullname] [button] [system:link-to-element] [entity:field_label]
8. Administration
By activating the Administration category, you will be notified of any administration changes:
- Someone deleted your rating from an Element
- Someone created a new Element
- Someone invited you to a challenge
- Today is an Element review deadline
- An email could not be sent
- A support request was sent to ITONICS
- Your support request was sent to ITONICS
- An Element needs to be reviewed
- A new support request was submitted
- Someone invited you to an Entity
- Calendar Reminder Notification
ℹ️ Tokens available for this category: [entity:type] [entity:title] [user:fullname] [button] [system:link-to-element] [feedback:title] [system:link-to-feedback]
9. System
If you are interested in system activities such as new users, activate notifications under the System category:
- Someone deleted your account
- Complete registration by setting the password
- Someone edited your account
- Automated user deletion
- Someone invited you to join the platform
- Password reset
- Someone created an account for you
- A user account got blocked
- A new SSO user logged into the system
- A new user registered in the system
- Thank you for your registration!
ℹ️ Tokens available for this category: [user:fullname] [user:username] [user:email] [system:link-to-user] [user:access-request-list] [system:unique-first-login-link] [system:reset-password-page] [system:registration-page] [button] [system:name] [system:url] [system:link-to-manage-users] [day-last-login] [day-account-deletion]
10. Workflow
It is possible to create custom notifications for the Workflow module, or use the predefined notification template.
- Someone changed the phase of your element
ℹ️ Tokens available for this category: [entity:type] [entity:title] [system:link-to-element] [user:fullname] [button] [phase:current] [phase:next] [receiver:username] [receiver:firstname] [receiver:lastname] [receiver:fullname] [system:link-to-receiver-user]
11. External Gateway
It is possible to create custom notifications for the External Gateway feature, or use the predefined notification templates.
- Application Confirmation
- Inform Gateway Responsible(s)
ℹ️ Tokens available for this category: [entity:type] [entity:title] [user:fullname] [button] [system:link-to-element]
Please note that email notifications will not be triggered to yourself, if you have added yourself to e.g., a user search field or are the creator of an idea.