- Notifications and Following
- Follow Entities
- How to communicate using Comments and Emails
- How to Communicate with Users Using Comments and Emails
- How to enable Email Notifications
- How to set up Email Notifications on various events
- How to get an Email Notification when the State is changed
Notification rules allow you to keep track of changes to Targetprocess entities by configuring and sending notifications into Targetprocess application or into an email. In the current version, only administrators of an instance can set up notifications for any other Targetprocess user.
Here you can define where to send notifications, who will receive them, and what changes will trigger them.
Let's have a look at a simple example below. Whenever a User Story in Project 'Mobile' makes it to the state 'Planned' we would like to notify all the members of the Teams assigned to this User Story.
How It Works
The overall logic is based on Projects. You can create any number of notification rules that make sense for as many of the projects existing in the instance as you want. Each of these rules defines when, whom, and where to send the email notification to.
Set up notifications in just two steps:
Let's get deeper into these steps.
Go to Settings -> Notification rules page.
For example, you want to create rules for the ‘Mobile’ project.
Click on the ‘Add a new set of rules’ button and select the ‘Mobile’ project in the appeared 'Projects’ dropdown list. Then press ‘Next’.
You will see an empty container named ‘New set of rules’ claiming that There are no rules set for selected Projects.
You may want to update the list of selected Projects. For this, put the mouse over the Project name and click to edit.
You can do the same for the set's name.
As soon as you successfully create a set of rules, let's go ahead and add notification rules.
Click on the ‘+ Add notification rule’ link to add the rules.
You will see three blocks: Action, Recipients, and Channel. The Actions selector is expanded by default.
Rules work for entities and people assigned to Projects selected for the Set of Rules.
If Action, Entity type, or Recipient is empty the rule will not work.
Let’s have a closer look at the 3 blocks below:
Contains a list of actions that will trigger a notification(will be widened in the future):
- Added: an entity is created in selected Projects
- State changed: an entity changed its state. You can also specify the state in which an entity should appear to trigger a notification.
- User assigned: a person is assigned to an entity. If you select Project as entity type, then it's the user who is assigned as a project member.
- Comment added: a comment is created in an entity
- Attachment added: a file is attached to the entity
'Added' action can not be used for notifying the assigned person/team for newly created items, as assignment action takes place after the Entity creation action.
Enumerates entity types:
- User Story
- Portfolio Epic
- Items created via Extended Domain
Specifies a group of people who will receive notifications
- Project Members: all people from the selected Projects in specific roles
- Assigned Users: all people assigned to the selected entity types in specific roles
- Newly Assigned Users: means only the latest assigned user with a specific role. Available for 'User Assigned' action only.
- Assigned teams: all the people from the teams assigned to an entity
- Creators: the person that created an entity
- Requesters: all the people assigned as Requester. The option is available for Request entity type only.
You can specify here where to send the notifications:
- Notifications feed
We send notifications to email specified in User's profile. Frequency is currently locked between 5 minutes and 25 minutes.
Let's see how we group notifications in emails:
- After a change marked in rule happens for user, we wait for 5 minutes
- If any other change occurs for this user we wait for additional 5 minutes
- We repeat it until no new changes happen for the user in 5 minutes intervals or if 25 minutes elapses since the first notification
- Then we group all the notifications and send via one email
Notifications appear immediately in 'Notifications' feed located in Targetprocess application, we don't group them.
Filter out notifications from system users
You may be overwhelmed with notifications generated by automation, such as:
- Custom rules (notifications from 'Rule engine')
- Metrics (notifications from 'Metrics engine')
- Automation rules, Integrations (notifications from 'System user')
In this can you can switch them off by clicking 'System notifications' link. As a result, there'll be no notifications from these users anymore.
Let's test the added rule to confirm that it works.
When the action specified in the notification rule occurs then:
- an email will be sent and it will look like this:
- notification will be sent into Targetprocess application:
Delete Notification Rule or Set of Rules
You can delete a notification rule by clicking the ‘...’ menu that appears at the end of the corresponding rule. Hover over the rule and click the 'Delete' menu item.
- How can I migrate Process-based notifications into new ones?
- We don’t cover all the cases from notifications configured via process settings for now. That’s why we ask you to set this up manually it is currently possible:
- Create a rule from the Notification Rules interface.
- Make sure that you receive the correct email.
- Delete the original rule in Process notifications.
- How do I disable notifications?
- Currently, we do not have the option to disable all notifications. the only way to stop receiving them is to delete them.
- How long do in-app notifications are stored in the system?
- You can see notifications for actions that happened not more than 2 weeks ago. A corresponding idea is here.