Set email notifications

By default, when workflow is on, email notifications are on for all Companion users who belong to the subscription.

When does a user receive an email notification?

A user receives an email notification when any of the following workflow actions occur.
When a notification is sent Who receives the notification
An idea is submitted The steering committee members
An idea is submitted and remains unreviewed for a specified number of days The steering committee members
An idea is approved and moved to the hopper The user who submitted the idea
An idea is rejected The user who submitted the idea
An idea is now an active project The user who submitted the idea
A new or existing project is assigned to a new project owner The new project owner
A new or existing project is assigned to a new review board member The new review board member
A project phase is submitted for review The review board members who are required to review it
A project phase is withdrawn from review The project owner
A project phase is approved The project owner
A project phase is rejected The project owner and all the review board members
A project phase is due in a specified number of days, is due, or is overdue by a specified number of days The project owner and the review board members who are required to review it
A project is complete The project owner and all the review board members

Turn off email notifications

When you turn off email notifications, users will only receive notifications at the top of the Workflow tab in the web app.

  1. In the web app, click Design. If a sandbox is not available, then create one.
  2. In the sandbox, click Sandbox Workflow.
  3. Under Notifications, click Turn off.
  4. When you are finished making changes in the sandbox and you are satisfied with how they will be applied in the live site, click Publish Changes.

Edit email notifications for phase due dates

Email notifications can alert project owners when a project phase is pending, is due, or is overdue. You can specify when and how often to send the email notifications. Email notifications are sent only to project owners who have not yet submitted their project for phase review and to review board members who have not yet reviewed the phase that they are required to review.

  1. In the web app, click Design. If a sandbox is not available, then create one.
  2. In the sandbox, click Sandbox Workflow.
  3. Under Notifications, click Edit phase due notifications.
  4. Enter the number of days before or after a phase is due to send an email notification.
    • To increase the frequency, click Add Notification.
    • To reduce the frequency, click the x beside the field.
  5. When you are finished making changes in the sandbox and you are satisfied with how they will be applied in the live site, click Publish Changes.

Edit email notifications for unreviewed ideas

Email notifications can alert the steering committee when they have not yet reviewed a new idea. You can specify when and how often to send the email notifications.

  1. In the web app, click Design. If a sandbox is not available, then create one.
  2. In the sandbox, click Sandbox Workflow.
  3. Under Notifications, click Edit unreviewed idea notifications.
  4. Enter the number of days an idea has gone unreviewed before sending an email notification.
    • To increase the frequency, click Add Notification.
    • To reduce the frequency, click the x beside the field.
  5. When you are finished making changes in the sandbox and you are satisfied with how they will be applied in the live site, click Publish Changes.
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