Configuring App Notifications

 
Use Notifications to alert users based on triggers. Set up General, Per Record, and Reminder Notifications for each app. General Notifications include sending notifications when records are added or edited, comments are posted, or status' are changed. Per Record Notifications are triggered only for certain records, and Reminder Notifications are time based notifications. 

What you can do with the Notification Feature

When you set the notification conditions, notifications will be sent to app users in the following cases:

  • When app data is processed (General Notifications)
    • Example: When a new record is added to an app
  • When app data satisfies a certain condition (Per Record Notifications)
    • Example: When a new record with the amount of over one thousand dollars is added to an app
  • When there is a record with an overdue data/time (Reminder Notifications)
    • Example: When it passed the due date/time in one of the records in a To-Do app

Notifications will be displayed in the "To Me" or "All" notification list on a recipient user's portal top page or on their "Notifications" page. If the Kintone administrator enables the email notification, notifications will be sent by emails to users who enabled email notification feature in their personal settings. Departments, groups, or users can be specified for notification recipients. For instance, when the user selection field is set in a form in an app, users who are selected in that field will receive notifications. 

By default, when a comment is posted to a record, notifications will be sent to the following users:

  • User who created the record
  • Users who previously posted any comment to the record

Notifications will not be sent in the following cases:

  • When apps are operated in the test environment
  • When apps that are set to a "Private" app group are operated

Regardless of whether you set notifications, notifications will be sent in the following cases:

  • When a periodic report is generated, the notification will be sent to the user who configured the periodic report.
  • If the periodic report fails to be generated, the notification will be sent to users who have the administrative permission for the app.

Configuring General Notifications 

General notifications will be sent to specified users when apps perform certain operations. For each notification recipient, you can specify the triggers for notifications.

  1. Within an app, click the Gear wheel Screen_Shot_2017-07-19_at_9.43.03_AM.png on the right.
  2. Go to App Settings and select General Notifications under Notifications.
  3. Enter a User, Group, or Department, or select a User Field in the app as the Recipient
    • The notifications will be sent to the users, departments, or groups in the specified fields. These fields can be selected only when they are placed in the form.
      • Created by
      • Updated by
      • User selection field
      • Department selection field
      • Group selection field
    • Notifications are not sent to the following users:
      • User who made the change in the record.
      • User who does not have the view permission for the app or records.
  4. Select the triggers for Notifications by checking the check-boxes next to each option. 
  5. Repeat for any number of Users, Groups, or Departments.
  6. Click Save.
  7. Click Update App.

Configuring Per Record Notifications 

When you set Per Record Notifications, notifications will be sent to app users in the following cases:

  • When you create a record with the field value that meets a certain condition.
  • When a field value meets a certain condition after you edit the record.
    • If you edit a record with a field value that already has met a certain condition, notifications will not be sent to app users.

How to set Per Record Notifications:

  1. Within an app, click the Gear wheel Screen_Shot_2017-07-19_at_9.43.03_AM.png on the right.
  2. Go to App Settings and select Per Record Notifications under Notifications.
  3. Click Add.
  4. In the Notification Trigger section, specify the notification conditions that determine when notifications will be sent.
    • To add another condition click the Add icon.
    • To delete a condition click .
    • For multiple conditions, select whether to include records where All conditions are met, or Any conditions are met.
    • To clear all conditions click Clear All.
    • You cannot use the following fields to set conditions:
      • Text Area
      • Rich Text
      • Attachment
      • Related Records
    • When you set the condition that uses the fields in a table, notifications will be sent when a field value in any of the rows meets the condition. However, notifications will no longer be sent once a field value in any of rows meets the condition.
    • When records are created or updated by importing Excel or CSV files, notifications will not be sent even if its field value meets a notification condition.
  5. Next to Summary, enter text to display when a user receives this notification. 
  6. In the Recipient section, enter a User, Group, or Department or select a User Field in the app.
    • In the Add a field for selection drop-down list, you can select users specified in the following fields on the app form as notification recipients: (These fields can be selected only when they are placed on the app form.)
      • Created by
      • User selection field
      • Department selection field
      • Group selection field
      • Assignee (This field can be selected only when the Process Management feature is enabled.)
  7. To delete the whole Notification block, click the at the right.
  8. Click Save and Update App.

Please note, notifications are not sent to the following users:

  • Users who created or edited the record
  • Users who do not have view permission for the app or records.

Setting Notifications to Be Sent When a Field with Options Is Updated

Regardless of what option is selected in a radio button field or a drop-down field, you can set notifications to be sent whenever the field value is updated. To do that, in Per Record Notification settings, specify a notification condition and recipients for each option.

Configuring Reminder Notifications 

You can set Reminder Notifications by specifying the date and time condition on a value in a Date and time field.

  1. Within an app, click the Gear wheel Screen_Shot_2017-07-19_at_9.43.03_AM.png on the right.
  2. Go to the App Settings tab and select Reminder Notifications under Notifications.
  3. Click Add.
  4. Specify the reminder condition under the When and Reminder Trigger sections.
    • Notification conditions cannot be specified by a value in the Related Records field. 
    • When a reminder condition is set using a field value in a table, every time any of the rows in the table meets the condition, the notification will be sent.
    • If there are more than 500 records that meet the Reminder Trigger condition, notifications will be sent for 500 records that have the highest Record number.
  5. Next to Summary, enter the text to display when a user receives this notification. 
  6. In the Recipient section, enter a User, Group, or Department or select a User Field from the app.
    • In the Add a field for selection drop-down list, you can select users specified in the following fields on the app form as notification recipients.
      • Created by
      • Updated by
      • User selection field, Department selection field, or Group selection field
        • These fields can be selected only when they are placed on the app form.
      • Assignee
    • Notifications are not sent to users who do not have access to view the App or Records within the App.
  7. Select the Reminder Time Zone.
    • When a value in the Date and time field and a reminder notification time fall anywhere between the start and the end time of daylight-saving time, the notifications will be sent with one hour time lag.
  8. Click Save
  9. Click Update App.

Please note:

  • Up to 10 Reminder Notifications can be set.
  • Notifications may be sent a few minutes after the specified time.
  • If notifications are generated by reminder conditions while Kintone is inactive due to the scheduled maintenance, the notifications will be held and sent all together after the maintenance is done.
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