Notification rules send messages about tasks: to the assignee when a step is ready, to a school contact when a proof is posted, to a manager when a task is a week late. They are configured on templates so every collection inherits them, and can be adjusted on any collection or task.
Every template is created with six notification triggers, all turned off until you configure them:
| Trigger | Typical use |
|---|---|
| Task Completion Alert | Tell someone a task was finished. |
| Task Due Date Reminder | Remind the assignee ahead of the due date. |
| Task Overdue Alert | Escalate when the due date passes. |
| Task Recurring Reminder | Repeat a reminder on a schedule until done. |
| Task Cross-Task Next Step | When one task completes, notify the assignee of the next task in the sequence. |
| Task Cross-Task First Step | When the collection is created or a task completes, notify the first task's assignee. |
You can also add your own triggers with custom templates. See Task Notification Rules for building the notification template itself.
Each trigger has one or more rules. A rule says:
| Setting | Options |
|---|---|
| Rule Type | On Status Change (with the status that fires it), On Due Date, or On Event Date. |
| Source / Target Position | Which task in the collection's sequence the rule refers to: Self, First, Last, Next, or Previous. This is what lets one rule on a template say "notify whoever has the next task." |
| Recipients | Source task employees, Target task employees, or the trigger's own recipients (selected employees, organization contacts, or custom addresses). |
| Require Incomplete | Skip if the target task is already done. |
| Auto-Complete Task | Mark the target task complete when the rule fires. |
| Send From Assigned Employee | Send as the assignee rather than the studio. |
| Timing (date rules) | How far before or after the date to start, whether to repeat, and how often. Can override the trigger's timing per rule. |
Rules copied from a template to a collection are independent; changing the template later does not change existing collections.
A trigger's recipients can include organization contacts: all of the organization's contacts, or only those attached to the job. Specific contacts can be chosen only after the collection is applied, because a template has no school yet. See the child page below.
Independent of rules, each task has Send Notification On Update and Send Notification When Overdue, which use the studio's Employee Task Update and Employee Task Overdue templates. Task Priority Set sends when a priority is set or changed. All three are managed in Settings → Notifications.
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Start with two rules: a Due Date Reminder two days ahead to the task's employees, and an Overdue Alert one day after to a manager. Add cross-task rules once the team trusts the sequence.
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