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.
Please note that e-mail notifications to you are not triggered if you have added yourself to a user search field, created an element or edited an element you have created. The system will not notify you of actions that you carry out yourself.
How does it work?
Adjusting email templates in the users' notification settings
All email templates are listed under the System Wheel > System Administration > Email Notifications > Email Template Configuration.
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 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
Someone added your element as a parent to a child element
Someone removed your element as a parent from a child element
Someone changed the parent element of your child element
Someone added a submission to a campaign for which you are campaign manager
Someone submitted a new child 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
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Someone removed a relation from an Element you follow
Note: works in both ways, the element a user follows being removed as a relation to another element, and another element being removed as a relation to the element that a user follows.
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
Note: works in both ways, the element a user follows being added as a relation to another element, and another element being added as a relation to the element that a user follows.
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
Someone updated your roadmap scenario
Someone deleted your roadmap scenario
Someone merged your roadmap scenario
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
Someone assigned you to a user search field
Someone removed you from a user search field
You are assigned to a task
Somebody edited a task for which you are assigned
Somebody removed your assignment on a task
Please note: with the release 3.24.0 the logic for user search field notifications has been changed from creating separate notifications per user and user search field to using two generic, token-based standard notifications per user.
ℹ️ Tokens available for this category: [user:fullname] [button] [system:link-to-element] [entity:field_label] [task: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
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] [system:link-to-element] [user:fullname] [user:username] [user:firstname] [user:lastname] [user:email] [button] [system:name][system:url][system:gateway-url][receiver:username][receiver:firstname][receiver:lastname][receiver:fullname]
12. Reminder
It is possible to create custom notifications for date picker reminders, or use the predefined notification template:
Calendar Reminder Notification
ℹ️ Tokens available for this category: [entity:type] [entity:title] [entity:field_label] [system:link-to-element] [user:fullname] [user:username] [user:firstname] [user:lastname] [button] [feedback:title] [system:link-to-feedback] [reminder:date] [campaign:title] [tag:name]