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Overview

The Notifications feature provides a comprehensive system for managing when and how users receive notifications about activities in your apps. The platform uses a multi-level resolution system that checks both app-level permissions and individual user preferences before sending any notification.

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How Notification Resolution Works

Multi-Level Resolution Process

The platform uses a three-tier system to determine whether notifications are sent:
  1. Organization-Level Check: First, the system checks if notifications are enabled organization-wide
  2. App-Level Check: If allowed by the organization, the system checks if the notification type is enabled at the app level
  3. User-Level Check: If allowed by both organization and app, the system checks the individual user’s preferences
  4. Final Decision: Notifications are only sent if all three levels approve the notification type
Resolution Flow: 
Notification Event Occurs
    ↓
Organization Settings: Are notifications enabled organization-wide?
    ↓ NO → Notification Blocked
    ↓ YES
App Settings: Is this notification type enabled?
    ↓ NO → Notification Blocked
    ↓ YES
User Settings: Does the user want this notification?
    ↓ NO → Notification Blocked  
    ↓ YES
Notification Sent (with Organization Branding)
If any level (organization, app, or user) blocks a notification type, the notification will not be sent, regardless of the other levels’ settings.

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Organization-Level Notification Controls

Before app and user settings take effect, organization-wide controls can override notification behavior.

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Organization Notification Kill Switch

Global Notification Control

Organization administrators can disable all notifications across the entire organization from Organization Settings → General.Master Control:
  • Organization-Wide Toggle: Completely disable all notifications for the entire organization
  • Override Behavior: When disabled, no notifications are sent regardless of app or user settings
  • Emergency Control: Useful for maintenance periods or organization-wide notification pauses
When the organization-wide notification kill switch is enabled, it overrides all app-level and user-level notification settings. No notifications will be sent until this is re-enabled.

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Communication Customization

Email Branding & Customization

Control how email notifications appear to users through Organization Settings → Communication.Customization Options:
  • Custom Organization Banner: Enable branded email headers
  • Banner Color: Customize the banner color (e.g., #29b5e8)
  • Banner Logo Position: Control logo placement (Left, Right, Center)
  • Banner Image: Upload custom organization logo or image
  • Email Templates: Customize the appearance of all outbound email notifications
Communication Preview: The settings include a live preview showing how emails will appear to recipients, including:
  • Organization branding elements
  • Email layout and formatting
  • Banner positioning and colors
  • Logo integration and sizing
Communication settings apply to all email notifications sent by the platform, including system notifications, automation emails, and user-generated communications.

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App-Level Notification Configuration

App administrators control which notification types are available to users within their app.

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Accessing App Notification Settings

1

Navigate to App Settings

How to Access:
  • Go to your App → Settings → Notifications
  • Or navigate through Configuration → Notifications in the app sidebar
App-level notification settings require admin permissions and control what notification types are available to all users of the app.
2

Configure Notification Categories

App notification settings are organized into three main categories:
  • Assignment Notifications
  • Mention Notifications
  • Update Notifications
Control notifications related to record assignments and watchers:
  • Users are assigned a record: Notify when individual users are assigned to records
  • Teams are assigned a record: Notify when entire teams are assigned to records
  • Users are added as watchers: Notify when users are added to watch records
  • Teams are added as watchers: Notify when teams are added to watch records
Use Cases:
  • Ensure team members know when they’re assigned new work
  • Keep stakeholders informed when they’re added as watchers
  • Maintain visibility into team assignments and responsibilities
3

Enable/Disable Notification Types

For each notification type, administrators can:Toggle Controls:
  • Enable: Allow this notification type for users in the app
  • Disable: Block this notification type entirely for the app
Administrative Control:
  • Granular Control: Enable only the notification types relevant to your workflow
  • Noise Reduction: Disable unnecessary notifications to reduce user overwhelm
  • Workflow Alignment: Match notification settings to your business processes
Start with essential notifications enabled and add more based on user feedback and workflow needs.

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User-Level Notification Preferences

Individual users control their personal notification preferences for notifications that are enabled at the app level.

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Accessing User Notification Settings

1

Navigate to User Settings

How to Access:
  • Go to User Settings → Notifications
  • Access through your profile menu or user preferences
User notification settings only apply to notification types that are enabled at the app level.
2

Configure Personal Preferences

User notification preferences mirror the app-level categories but are personalized:
  • Personal Assignment Preferences
  • Personal Mention Preferences
  • Personal Update Preferences
Users can control notifications for their own assignments:Available Options:
  • You’re now the assignee: Receive notifications when assigned to records
  • Your team is now the assignee: Receive notifications when your team is assigned
  • You’re now a watcher: Receive notifications when added as a watcher
  • Your team is now a watcher: Receive notifications when your team becomes a watcher
User Control:
  • Individual Choice: Each user decides what assignment notifications they want
  • Team Flexibility: Users can choose to receive team notifications or not
  • Workload Management: Users can reduce notifications to focus on direct assignments
3

Customize Notification Delivery

Users can fine-tune how they receive notifications:Delivery Preferences:
  • In-App Notifications: Receive notifications within the Elementum interface
  • Email Notifications: Receive notifications via email (if configured)
  • Real-Time Alerts: Get immediate notifications for urgent items
  • Digest Options: Receive summarized notifications (if available)
Notification delivery methods depend on your organization’s configuration and available integrations.

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Notification Types Reference

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Assignment Notifications

Triggers When:
  • A user or team is assigned to a record
  • Assignment changes from one user/team to another
  • Multiple assignments are made simultaneously
App Setting: “Users/Teams are assigned a record” User Setting: “You’re/Your team is now the assignee”Use Cases:
  • Task assignment in project management
  • Ticket routing in support workflows
  • Lead assignment in sales processes
Triggers When:
  • A user or team is added as a watcher to a record
  • Watchers are added during record creation
  • Bulk watcher assignments are made
App Setting: “Users/Teams are added as watchers” User Setting: “You’re/Your team is now a watcher”Use Cases:
  • Keeping stakeholders informed of progress
  • Maintaining visibility for interested parties
  • Ensuring oversight on important records

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Mention Notifications

Triggers When:
  • A user is @mentioned in a comment
  • A team is @mentioned in a comment
  • Multiple mentions occur in the same comment
App Setting: “Users/Teams are mentioned in a comment” User Setting: “You’ve/Your team has been mentioned in a comment”Use Cases:
  • Direct communication in record discussions
  • Calling attention to specific issues
  • Including relevant team members in conversations

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Update Notifications

Triggers When:
  • Record assignee changes from one user to another
  • Assignment group is modified
  • Assignments are added or removed
App Setting: “Assignee or Assignment Group is changed” User Setting: “Assignee or Assignment Group is Changed”Use Cases:
  • Tracking responsibility changes
  • Ensuring smooth handoffs between team members
  • Maintaining assignment visibility
Triggers When:
  • New watchers are added to a record
  • Watcher lists are modified
  • Bulk watcher changes occur
App Setting: “Watchers are added” User Setting: “Watchers are added”Use Cases:
  • Expanding visibility on important records
  • Including additional stakeholders
  • Managing oversight requirements
Triggers When:
  • New comments are added to records
  • Comment threads develop
  • Collaborative discussions occur
App Setting: “Comments are added” User Setting: “Comments are added”Use Cases:
  • Staying updated on record discussions
  • Participating in collaborative problem-solving
  • Maintaining communication visibility
Triggers When:
  • Any other record modifications occur
  • Field values change
  • Status updates happen
  • Other system activities occur
App Setting: “All other updates” User Setting: “All other updates”Use Cases:
  • Comprehensive record monitoring
  • Audit trail awareness
  • General activity tracking

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Best Practices

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App-Level Configuration

Start Conservative: Begin with only essential notifications enabled and expand based on user needs and feedback.
Recommended Approach:
1

Essential Notifications First

Enable notifications that are critical to your workflow:
  • Assignment notifications for task management
  • Mention notifications for communication
  • Comment notifications for collaboration
2

Monitor Usage Patterns

  • Track which notifications users find valuable
  • Identify which notifications cause noise or confusion
  • Adjust settings based on actual usage and feedback
3

Workflow Alignment

  • Match notification settings to your business processes
  • Consider the roles and responsibilities of your users
  • Ensure notifications support rather than disrupt productivity

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User Experience Optimization

User Guidance:
  • Onboarding: Educate new users about notification settings
  • Documentation: Provide clear guidance on notification options
  • Best Practices: Share recommendations for notification management
  • Support: Help users optimize their notification preferences
  • Communication: Announce changes to notification settings
  • Migration: Help users adjust to new notification options
  • Feedback: Collect user input on notification effectiveness
  • Iteration: Continuously improve based on user experience

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Performance Considerations

System Optimization:
  • Batching: Group similar notifications to reduce system load
  • Timing: Consider optimal timing for notification delivery
  • Volume Management: Monitor notification volumes to prevent overwhelm
  • Delivery Methods: Choose appropriate delivery channels for different notification types

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Troubleshooting

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Common Issues

Possible Causes:
  • App-level notifications disabled for that type
  • User-level preferences blocking notifications
  • Email delivery issues (if using email notifications)
  • User not properly assigned or watching the record
Solutions:
  1. Check App Settings: Verify the notification type is enabled at the app level
  2. Check User Settings: Confirm the user has enabled that notification type
  3. Verify Assignments: Ensure the user is properly assigned or watching the record
  4. Test Delivery: Send test notifications to verify delivery channels work
Possible Causes:
  • Too many notification types enabled at app level
  • Users haven’t customized their preferences
  • High activity levels generating excessive notifications
  • Lack of notification filtering or batching
Solutions:
  1. Review App Settings: Disable unnecessary notification types
  2. User Education: Help users customize their preferences
  3. Workflow Optimization: Reduce unnecessary activities that trigger notifications
  4. Batching Options: Implement notification batching if available
Possible Causes:
  • Mixed app and user settings across the organization
  • Different users having different preferences
  • System performance issues affecting delivery
  • Integration problems with external notification systems
Solutions:
  1. Standardize Settings: Establish consistent app-level notification policies
  2. User Guidance: Provide clear recommendations for user settings
  3. System Monitoring: Monitor notification system performance
  4. Integration Testing: Regularly test external notification integrations

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Notification Debugging

Diagnostic Steps:
1

Check Organization Settings

  1. Verify the organization-wide notification kill switch is not enabled
  2. Check that communication settings are properly configured
  3. Ensure organization-level settings allow notifications
2

Verify App Settings

  1. Check that the notification type is enabled at the app level
  2. Review which notification categories are active
  3. Ensure app settings align with organizational needs
3

Check User Preferences

  1. Verify the user has enabled the specific notification type
  2. Review the user’s overall notification preferences
  3. Confirm the user’s delivery preferences are configured
4

Test the Flow

  1. Create a test scenario that should trigger the notification
  2. Monitor both app and user settings during the test
  3. Verify the notification is generated and delivered correctly
5

Review System Logs

  1. Check system logs for notification generation events
  2. Monitor delivery attempts and any failures
  3. Identify any patterns in notification issues

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Integration with Other Features

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Automation Integration

Notification Triggers:
  • Automation Actions: Automations can trigger activities that generate notifications
  • Assignment Rules: Automated assignments trigger assignment notifications
  • Approval Processes: Approval activities generate relevant notifications
  • Workflow Events: Various workflow events can trigger notification cascades

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Communication Features

Related Systems:
  • Comments: Comment notifications integrate with mention and update systems
  • Assignments: Assignment systems work closely with notification preferences
  • Watchers: Watcher functionality depends on notification settings for effectiveness
  • Teams Integration: Microsoft Teams integration can extend notification delivery

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User Management

Profile Integration:
  • Regional Settings: User regional preferences may affect notification timing
  • Role-Based Settings: User roles may influence default notification preferences
  • Team Membership: Team assignments affect team-based notification delivery
  • Permission Levels: User permissions may impact which notifications they can receive
By implementing a thoughtful notification strategy that balances app-level control with user-level customization, you can ensure that your team stays informed without being overwhelmed, leading to better productivity and user satisfaction.
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