Notifications (administration)

The Notifications module keeps people informed in the app (the bell and inbox), by email and with browser push notifications. This page covers the administrator side: the channels your organization allows, connecting your own email provider, the delivery log, and sending messages to members.

For the bell, the inbox and personal notification preferences, see Notifications in Getting started.

Before you begin

• The Notifications module must be enabled for your organization.
• The administration page needs View the notification delivery log. Connecting an email provider needs Connect the organization's email provider, and sending messages needs Send messages to members. Administrators have all three by default.
• Everyone can read their own notifications and change their own preferences without any permission.

Key concepts

Term	Meaning
Channel	How a notification reaches someone: In-app (the bell and inbox), Email or Push (browser notifications).
Notification type	A kind of notification declared by a module, such as Mentions, Approval requests or Form responses, with default channels. Each person can change the channels for each type.
Delivery	One email or push sent to one person. In-app notifications are written immediately; emails and push are queued and sent in the background.
Email provider	The service that sends your organization's emails. Without one, emails use the platform's mail server, or are only logged.

Notification types

Modules declare the notifications they send. With every module enabled, these include:

Notification	Module	Default channels
Messages (from administrators and workflows)	Notifications	In-app, email, push
Mentions, Tasks assigned to you	Activities & Tasks	In-app, email
Replies	Activities & Tasks	In-app
Task reminders	Activities & Tasks	In-app, email, push
Approval requests	Workflow Automation	In-app, email, push
Approval decisions	Workflow Automation	In-app
Failed workflow runs	Workflow Automation	In-app, email
Form responses	Forms	In-app, email

Other modules and the core (for example when someone is added to the organization or assigned to an organization unit) add their own. Each person sees the full list in their notification settings.

Open the notifications administration

Select Administration → Notifications in the sidebar (/m/notifications/admin), or choose Notification delivery log in the command palette. The page has two tabs, Delivery log and Email provider, and a Send a message button.

Delivery log

The Delivery log tab lists every email and push delivery, newest first:

Column	Shows
Notification	The title and the notification type key.
Recipient	The person, their email address or device, and the provider used (via provider).
Channel	Email or Push.
Status	See below, with the error message when there is one and, for retries, when the next attempt is due.
When	When it was sent, or created if not sent yet.

Filter the list with All channels / Email / Push and All statuses or one status.

The delivery log of an organization.

Status	Meaning
Queued	Waiting to be sent, or waiting for a retry after a failure.
Sending	Being sent right now.
Sent	Accepted by the email provider or the push service.
Logged	No mail server is configured: the email was only written to the server log, not sent.
Skipped	Not sent on purpose, for example because the channel is turned off for the organization, the person has no email address, or no browser is enabled for push.
Failed	Could not be sent after the retries (after 1 minute, 5 minutes, 30 minutes and 2 hours).

:::warning Emails are not being sent If the log shows a warning that emails are not being sent, emails are only written to the server log. Select Connect an email provider to set one up, or ask your platform operator to configure a mail server. :::

Connect your email provider

By default, emails go through the mail server your platform operator configured. To send from your own domain and service, connect your organization's provider on the Email provider tab (also reachable with Connect an email provider in the command palette).

The status line at the top tells you how emails are currently sent: Emails are sent through provider, Emails are sent through the platform's mail server, or Emails are not sent: they are only written to the server log, with the sender and when the provider was last tested.

Choosing an email provider.

1. Under Provider, choose your service:

   Provider	Credentials asked
   SendGrid	API key (needs the "Mail Send" permission)
   Mailgun	API key, Sending domain, Region (US or EU)
   Postmark	Server API token, Message stream
   Resend	API key
   Amazon SES	Region, Username and SMTP password (SMTP credentials, not AWS access keys)
   Google Workspace / Gmail	Username (the full address) and App password (2-step verification must be on)
   Microsoft 365 / Outlook	Username and Password (SMTP AUTH must be enabled for the mailbox)
   Brevo	Username (SMTP login) and SMTP key
   Zoho Mail	Username, Password and Data center
   Custom SMTP	Host, Port, Security (STARTTLS, TLS or None), optional Username and Password

   Where to find these settings links to the provider's own documentation.

2. Enter the From address. It must be allowed by the provider (a verified domain or sender).

3. Optionally enter a From name (defaults to the organization name) and a Reply-to address.

4. Leave Use this provider on.

5. Select Send test email. A test is sent to your own address with the settings in the form, before saving. Check that it arrived, including in spam.

6. Select Save.

Credentials such as API keys and passwords are encrypted and never shown again: the field shows that a value is saved, and leaving it empty keeps the stored value. Switching to another provider asks for its credentials again.

• To stop using your provider without losing its settings, turn off Use this provider and save. Emails then go through the platform's mail server again.
• To remove the settings, select Disconnect.
• Errors from the provider are explained, for example a rejected API key, a wrong SMTP password or an unreachable server.

note

Custom SMTP servers must be reachable on the public internet; private and local addresses are refused. Choosing None for security sends the password and emails unencrypted.

Connecting, changing and disconnecting a provider are recorded in the audit log, without the credentials.

Send a message to members

1. On the notifications administration page, select Send a message.
2. Under To, choose Everyone in the organization or one person.
3. Enter a Title and, optionally, a Message and a Link (optional), which must be a path in the app such as /m/documents.
4. Select Send.

Sending a message to everyone in the organization.

The message is delivered as a Messages notification, through the channels each person chose for that type. A confirmation tells you how many people it was sent to.

Workflows can do the same with the Send a notification action, and email any address (a customer, for example) with Send an email, through your organization's provider. See Workflow automation.

Email content and templates

Emails use a built-in layout (greeting, button to open the item, footer with a link to the person's notification settings) in each recipient's language. There are no editable templates per notification type.

People can also choose to receive emails as a daily or weekly digest instead of one by one; see Notifications.

Settings

Administrators set these on Administration → Settings, Notifications tab:

Setting	Default	What it does
Send notifications by email	On	When off, no notification emails are sent for anyone in the organization; deliveries are marked Skipped.
Send browser push notifications	On	When off, no push notifications are sent for anyone in the organization.
Keep notifications for (days)	90	Older notifications and delivery logs are deleted. Between 7 and 3,650.

Permissions

Permission	What it allows	Granted by default to
notifications.delivery.read — View the notification delivery log	Open the notifications administration page and the delivery log.	Admin
notifications.message.send — Send messages to members	Use Send a message.	Admin
notifications.email.manage — Connect the organization's email provider	Use the Email provider tab: connect, test, change and disconnect.	Admin

Limitations

• There are no SMS or chat channels (such as Slack or Teams), and no quiet hours.
• Google and Microsoft accounts connect through SMTP with an app password or SMTP AUTH, not by signing in with OAuth.
• Bounces and complaints reported by providers are not processed.
• Browser push needs the app to be served over HTTPS.