Choose which notifications your company sends

Rocket ERP tells people when something needs their attention: a purchase order to approve, an item running out, a leave request decided, a payslip ready. You decide, for the whole company, which of these notifications are sent and how they travel. There is nothing to write or build first: every notification already has ready wording in English and Arabic, so you only switch things on or off.

Before you start

You need the notification administration permission. Administrators have it.

Open the settings

1. Open Administration › System › Notification Admin. The Notifications tab opens first.

2. Find a notification by typing in Search notifications, or select a module above the list to show only that module. All shows everything again.

Notifications are grouped by module: CRM, Sales, Purchasing, Inventory, Manufacturing, Accounting, Projects & contracting, Tasks & approvals, Customer service, HR & payroll, Messages & reports, and Account & security. Each module heading shows how many of its notifications are on. Only the modules in your plan appear. For examples from each module and who receives them, see Which notifications Rocket ERP sends.

Each row shows:

• the notification's name and a short line saying what triggers it;

• Sent to: who receives it, for example the person the lead is assigned to, or the approver of a request. A row whose recipients your company changed shows Custom recipients;

• the channel chips: In-app, E-mail, Mobile push, SMS and WhatsApp, as far as that notification can use them;

• the main switch, and the Preview & edit button.

Switch a notification on or off

1. Find the notification.

2. Turn its main switch off to stop it completely, or on to send it again.

The change is saved at once and applies to everyone. A notification switched off is not sent on any channel, not even in the app. While it is on, it always appears in the app, under the bell, so the in-app chip cannot be turned off.

Choose its channels

With the main switch on, select a channel chip to add or remove that channel. A highlighted chip with a tick is on.

• A chip marked not available means that channel is not set up for your company, or your plan does not include it. Point at it to see why.

• E-mail, SMS, WhatsApp and push count against your plan's monthly allowance. See Notification usage.

• E-mails reach only users whose e-mail address is verified. See Verified e-mail addresses.

Choose who receives it

Each notification goes to its built-in recipients, the people it is naturally about: the approver of a request, the person a task is assigned to, the owner of a record. You can add other people on top, or switch the built-in recipients off and choose other people instead.

1. Select Sent to on the row, or select Preview & edit. The panel opens on Who receives it, which also says when the notification is sent.

2. Turn Send to these people off if the built-in recipients should not receive it.

3. Under Also send to, choose the Approval roles, User groups or Users who should receive it too. Type in Users to search by name or e-mail.

4. Select Save recipients.

• Only people of your own company can be chosen, and only active users receive it. A user group reaches everyone in it; an approval role reaches the people who hold it.

• People you add get the same message as the built-in recipients, so a new-lead notice still reads "assigned to you".

• The person who did the action is never told about it, even if you added them.

• If you turn the built-in recipients off, add at least one role, group or user. To stop a notification completely, switch it off instead.

• People who cannot open the record see You don't have access when they open the notification, so choose people who can act on it.

• Reset to default removes everyone you added and brings the built-in recipients back.

Some notifications are about one person only: a payslip, a salary deposit, a person's own leave or expense decision, a chat message or a finished report. They show Only the person it is about receives this notification, and their recipients cannot be changed. The Account & security notices cannot be changed either.

Decide what your team needs

• Turn off what nobody acts on. At a busy shop, for example, Sales invoice created fires for every sale; switch it off if your sales manager does not need it.

• A few frequent notices start in the app only: Sales invoice created, Work order created and Stock quantity adjusted. Add e-mail or push only if someone needs them there.

• Nobody is notified about their own action: if you receive a stock transfer you raised yourself, you get no "received" notice.

• Notifications sent to an approval role, such as Accountant or Sales Manager, reach only the people who hold it. See Approval roles.

• A notification marked Not in your plan needs a feature your plan does not include, for example the stock alarm scan behind Item out of stock. It is not sent until your plan includes that feature.

Notices that are always on

Notifications under Account & security, such as the welcome e-mail, the set-password link, the e-mail verification link and the allowance warnings, show Always on. They protect people's accounts, so they cannot be switched off or changed.

Preview, test and change the wording

Select Preview & edit on any row to see exactly what people receive on each channel, in both languages, send yourself a test, or change the wording. A row whose text your company has edited shows Customised. See Preview, test and change a notification's wording.

The other tabs

• Delivery: every message sent, with failures and a resend button. See Check sent notifications.

• Overview: how many messages were sent today, this week and this month, by channel and by status.

Common questions

A user says they never get e-mails. Open Administration › Access Control › Users and look for the E-mail not verified badge on their row. Notification e-mails are held until the address is verified; in-app and push notifications still arrive.

Can I send a notification to extra people? Yes. Select Sent to on its row and add approval roles, user groups or users under Also send to. See Choose who receives it above.

A notification reached more people than I expected. Look for Custom recipients on its row: someone in your company added roles, groups or users to it. Open Who receives it to see who.

Can users switch notifications off for themselves? No. Your settings apply to everyone. Users who want fewer or different notifications are told to ask you.