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Notifications

Amplify sends email notifications to let people know when something needs their attention — a status report to complete, a measurement that's due, or being made the owner of an item. Administrators choose which notifications are sent, for the whole organization, or for each program.

This article covers both the Advanced and Simple Models. Managing notifications for the organization needs administrator access; for a program, program administrator access.

Note Emails are only sent where email is set up for your organization's Amplify. Email is set up by Amplify-Now — speak to your Customer Success Manager.

Where notifications are set up

  • For the organization — under Administration > Notifications.
  • For a program — in the Simple Model, under the program's Configuration > Notifications. The page has fewer notifications than the organization's.
  • For approvals — who's emailed as an approval moves through its workflow is set on each workflow. See Approval notifications.

A program's emails follow only the program's own settings, not the organization's. Turning a notification off for the organization doesn't turn it off in a program, or the other way around.

Each email describes what's happened, and links to the page in Amplify where the reader can act on it. These settings only control emails: people are still notified in Amplify itself, such as when they're mentioned in a comment, whether or not the email is turned on.

Turning a notification on or off

To turn a notification on or off:

  1. Navigate to Administration > Notifications, or a program's Configuration > Notifications.
  2. Find the notification. Each is listed with a description of when it's sent.
  3. Turn its Enabled toggle on or off. The change is saved straight away.

The notifications

These notifications are emailed as soon as something happens:

  • New Users — a welcome email to new users, telling them how to access Amplify. Organization only.
  • New Owner — an email to a user when they're made the owner of an item.
  • New Team Member — an email to a user when they're added to a team.
  • New Comment — an email to a user when they're mentioned in a comment. See Chat and Mentions.
  • Status Update Requests — an email to a user when they're asked to complete a status report. See Status Reporting.
  • Timesheet Reminder, Timesheet Rejected, and Timesheet Summary — emails to users when their timesheet is due or has been rejected, and a summary of submissions to timesheet group owners. Organization only, where timesheets are turned on. See Timesheets.

These are sent on a schedule:

  • Upcoming Measurements and Overdue Measurements — weekly reminders of measurements that are coming up, or overdue. See Measurement reminders.
  • Overdue Task Notifications and Upcoming Task Notifications — reminders of tasks that are overdue, or due within the next 7 days. See Task reminders.

Measurement reminders

Upcoming Measurements and Overdue Measurements are sent once a week, to everyone with a measurement that's coming up or overdue, based on each measure's schedule and frequency. Each shows how many emails are currently due, as currently eligible.

To send them straight away, instead of waiting for the weekly send:

  1. Click the send button next to Upcoming Measurements or Overdue Measurements. A message shows how many emails will be sent.
  2. Click Send.

The button is only available where the notification is enabled, and there are emails to send. Up to 300 can be sent at once; above that, the button is disabled.

Task reminders

Task reminders are set under Recurring Notifications. To set them up:

  1. Under Recurring Notifications, check Include for Overdue Task Notifications, to email everyone with a task that's overdue.
  2. Check Include for Upcoming Task Notifications, to email everyone with a task due within the next 7 days.
  3. Choose the Notification Frequency: Daily, Weekly, or Monthly.

To stop sending task reminders, choose None as the Notification Frequency.

Testing email

To check that emails are being delivered, and how they look:

  1. Navigate to Administration > Notifications.
  2. Under Test Notifications, click Test Email.

Approval notifications

Each approval workflow sets who's emailed when an approval is requested, rejected, or approved, and whether reminders are sent to approvers who haven't responded. See Approval Workflows.

Approvals can also be answered in the mobile app, which sends its own push notifications — see Mobile Companion App.

Changing what emails say

The subject and wording of each email can be changed under Administration > Translations. See Translations.