Notification Rules

Notification rules allow you to keep track of changes to Targetprocess entities by configuring and sending notifications into Targetprocess application or into an email.  In the current version, only administrators of an instance can set up notifications for any other Targetprocess user.

Here you can define where to send notifications, who will receive them, and what changes will trigger them.

How it works

Create a Set of Rules

Create a Notification Rule

Receive Notification

Delete Notification Rule or Set of Rules

Let's have a look at a simple example below. Whenever a User Story in Project 'Mobile' makes it to the state 'Planned' we would like to notify all the members of the Teams assigned to this User Story.

How It Works

The overall logic is based on Projects. You can create any number of notification rules that make sense for as many of the projects existing in the instance as you want. Each of these rules defines when, whom, and where to send the email notification to.

Set up notifications in just two steps:

1. Create a set of rules for specific Projects
2. Create notification rules inside these sets

Let's get deeper into these steps.

Create a Set of Rules

Go to Settings -> Notification rules page.

For example, you want to create rules for the ‘Mobile’ project.

Click on the ‘Add a new set of rules’ button and select the ‘Mobile’ project in the appeared 'Projects’ dropdown list. Then press ‘Next’.

You will see an empty container named ‘New set of rules’ claiming that There are no rules set for selected Projects.

You may want to update the list of selected Projects. For this, put the mouse over the Project name and click to edit.

You can do the same for the set's name.

Create a Notification Rule

As soon as you successfully create a set of rules, let's go ahead and add notification rules.
Click on the ‘+ Add notification rule’ link to add the rules.
You will see three blocks: Action, Recipients, and Channel. The Actions selector is expanded by default.

Fill in Action, Entity types, Recipients, and Channels. And voila, the rule is successfully created!

Let’s have a closer look at the 3 blocks below:

Action Block

Contains a list of actions that will trigger a notification(will be widened in the future):

• Added: an entity is created in selected Projects
• State changed: an entity changed its state. You can also specify the state in which an entity should appear to trigger a notification.
• User assigned: a person is assigned to an entity. If you select Project as entity type, then it's the user who is assigned as a project member.
• Comment added: a comment is created in an entity
• Attachment added: a file is attached to the entity

Entity Types Selector

Enumerates entity types:

• User Story
• Bug
• Task
• Request
• Feature
• Epic
• Portfolio Epic
• Project
• Items created via Extended Domain

Recipients Block

Specifies a group of people who will receive notifications

• • Project Members: all people from the selected Projects in specific roles

• • Assigned Users: all people assigned to the selected entity types in specific roles

• • Newly Assigned Users: means only the latest assigned user with a specific role. Available for 'User Assigned' action only.

• Assigned teams: all the people from the teams assigned to an entity
• Creators: the person that created an entity
• Requesters: all the people assigned as Requester. The option is available for Request entity type only.

Channels Block

You can specify here where to send the notifications:

• Email
• Notifications feed

Emails

We send notifications to email specified in User's profile. Frequency is currently locked between 5 minutes and 25 minutes.

Let's see how we group notifications in emails:

• After a change marked in rule happens for user, we wait for 5 minutes
• If any other change occurs for this user we wait for additional 5 minutes
• We repeat it until no new changes happen for the user in 5 minutes intervals or if 25 minutes elapses since the first notification
• Then we group all the notifications and send via one email

Notifications feed

Notifications appear immediately in 'Notifications' feed located in Targetprocess application, we don't group them.

Filter out notifications from system users

You may be overwhelmed with notifications generated by automation, such as:

• Custom rules (notifications from 'Rule engine')
• Metrics (notifications from 'Metrics engine')
• Automation rules, Integrations (notifications from 'System user')

In this can you can switch them off by clicking 'System notifications' link. As a result, there'll be no notifications from these users anymore.

Receive Notification

Let's test the added rule to confirm that it works.

When the action specified in the notification rule occurs then:

• an email will be sent and it will look like this:
  
• notification will be sent into Targetprocess application:

Delete Notification Rule or Set of Rules

You can delete a notification rule by clicking the  ‘...’ menu that appears at the end of the corresponding rule. Hover over the rule and click the 'Delete' menu item.

The same goes for a set of rules. By deleting a set of rules all the rules included in it will be deleted.

Questions