Task notifications are driven by rules rather than fixed events. A rule says: when this task changes status, or reaches its due date or event date, send this notification to these people. Rules live on task collection templates, so the same workflow notifies the same way every time, and can be adjusted on an individual task.
| Type | Fires | Options |
|---|---|---|
| On Status Change | When the task enters a chosen status, or any status | Trigger Status; Only Send If Task Incomplete |
| On Due Date | Relative to the task's due date | Starts, Before / After, Repeats, Every, Max Repeats, Until Task Is Complete |
| On Event Date | Relative to the task's event date, for tasks tied to a picture day or a deadline | Same timing options |
Two further switches apply to any rule. Auto Complete Task When Triggered marks the task complete once the notification is sent, for tasks whose only job is to send the message. Send From Assigned Employee uses the assigned employee's personal Email Sender so the client hears from the person they know.
| Recipient type | Resolves to |
|---|---|
| All Assigned Employees | Everyone assigned to the task, and to the target task for cross-task rules |
| Select Employees | Employees you pick |
| All Organization Contacts | Every contact of the task's organization |
| Organization Contacts On Job | Contacts attached to the task's job |
| Organization Contacts | Contacts you pick |
| Custom | Comma-separated email addresses |
Recipients can be set on the rule, overridden on the task template, and overridden again on a single task. The most specific setting wins. Attachments work the other way: files added at every level are all sent.
A rule can look beyond its own task. Source Task Position and Target Task Position (Self, First, Last, Next, Previous) let a rule on one task notify the people on another, which is how Task Cross-Task Next Step tells the next person in a workflow that it is their turn.
When you edit a rule from a task that came from a template, Apply Globally pushes the change back to the template and to every other task created from it. Leave it off to change this task alone. Selections of specific employees or contacts are never copied globally, only the recipient type.
Rules added to a task or template that has not been saved yet are held as Pending and created when you save the parent. Pending rules copied from a default can be removed but not edited until then.
The video and steps below show the setup end to end. For the wider task system, see the Tasks section of this guide.
<aside>
Create your own set of custom notifications and set them to send automatically based on task triggers, such as a status change, due date, or event date.
</aside>
Video Guide - Triggering Notifications With Task Collections:
Step 1: Create a New ‘Custom’ Notification Template