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What is Notification Settings and How to Use Them?

Notification Settings is an advanced notification management component that enables automatic email delivery to specific people or groups when a record transitions into a defined Status. It allows you to define in detail who receives which message, how, and when during specific status changes to ensure more effective and traceable system processes.

Basic Use Case​

When a record (e.g., a document or a nonconformity) moves to a defined Status, Notification Settings allow for automatic email notifications to be sent to:

  • Specific users,
  • Roles,
  • Teams,
  • Organizational units,
  • Positions.

⚠️ Warning​

Notifications are sent via the email addresses defined in users' profiles. Therefore, ensure that the email address is up-to-date and valid. Otherwise, important system notifications may not reach the user.

Steps to Define Notification Settings​

Below are the step-by-step instructions to add Notification Settings to a Status via the application:

1. Access the Status Screen:​

  • Go to the "Function Design" section under "Administration" from the left menu.
  • Select the relevant record type and click the "Statuses" option from the row actions.

2. Edit or Create a Status:​

  • You can edit an existing Status or create a new one.

3. Open the Notification Settings Section:​

  • On the create/edit status screen, click on the relevant Status, and in the opened panel, go to the "Notification Settings" section.

4. Add a New Notification Definition:​

  • Click the "+ New" button in the "Notification Settings" area to add a new notification rule.

5. Fill in the Fields:​

  • In the form, select the notification type, template name, recipient(s), priority, subject, and default language.

6. Save:​

  • After filling out the form, save it. The system will now automatically send notifications to the defined recipients when the relevant Status is reached.

Key Fields in Notification Settings​

The following table summarizes the main fields to be filled when creating a Notification Settings definition:
Required fields are marked in bold.

Field NameDescription
Message Template NameThe name of the template to be used for the message content. Predefined templates ensure consistent and professional notifications.
RecipientsDefines who receives the notification. Users, roles, positions, organization units and user groups can be selected, and so can a field on the record itself or a plain e-mail address — see Choosing Recipients and Assignees.
Mail PrioritySpecifies the importance level of the email notifications. High for urgent, Normal for routine, Low for less important notifications.
SubjectThe subject line of the email. It should be short and descriptive to help recipients quickly identify the purpose.
Default LanguageDefines the default language for the notification content. Supports multilingual environments (e.g., tr, en-US).

ℹ️ Information​

The language of task notifications is primarily determined by the language set in the user’s profile. If not defined, the notification setting's language is used. If that too is not defined, the system’s default language is applied.

💡 Tip​

Defining notification recipients through dynamic groups such as team, role, position, or organizational unit instead of specific users simplifies long-term maintenance. When new users are added to these groups, they are automatically included in the recipient list, keeping the notification process up-to-date without manual updates.

💡 Tip​

Unlike Task Settings, Notification Settings also offer an E-mail tab. Use it for a shared mailbox, or to reach somebody who has no user account at all — an external requester who submitted a record through a public portal, for example.

Example Use Cases​

  • Approval Process:
    When a document transitions to "Pending Approval", an automatic email notification is sent to the relevant approver.

  • Completion Notification:
    When a task is completed, the creator and the relevant team receive a notification confirming the task's completion.

  • Critical Status Alert:
    When a record transitions to "Critical Error", a high-priority email alert is sent to a specific user group.

Simplified Entity Relationship for Notification Settings​

Below is a simplified ER diagram showing the basic relationships in Notification Settings: