Overview

Users receive notifications when they are mentioned by other users, assigned a record, or based on other event and time-based triggers. These notifications appear on the notification page in the portal and in the mobile app. By enabling email notifications, users can also receive notifications via email.

To enable the email notifications, the following settings must be configured

  • System Mail Account (configured by Kintone Admin)
  • Email addresses for all users who receive notifications (configured by Kintone Admin)
  • Settings in Kintone Administration to enable email notifications (configured by Kintone Admin)
  • Notification settings in each app (Configured by the admin of each app)
  • Personal Settings (configured by each user)

Please note:

  • Email notifications are only available for Apps and Spaces. Notifications for the People feature can't be sent via email.

Settings in Users & System Administration

To configure System Mail Account: 

  1. From the Gear wheel gear_wheel.PNG select Users & System Administration
  2. Under System Administration, select System Mail Account.
  3. Select either to use the Built-in mail account or an External mail account for the email notifications. To use the mail server installed in Kintone for free, select Built-in. See Configuring a System Mail Account for more details.

To add an email address for each user who receives notifications:

  1. From the Gear wheel gear_wheel.PNG select Users & System Administration.
  2. Under User Administration, select Departments & Users.
  3. Click the EditScreen_Shot_2017-05-19_at_10.22.45_AM.png icon to the left of a user's Display Name.
  4. Enter the user's email address in the Email Address field. For details on how to edit user details, see the following topic: Adding and Editing Users.
    • Alternatively, if enabled, users can set their own email addresses by editing their Account Settings.

Settings in Kintone Administration

To enable email notifications:

  1. From the Gear wheel gear_wheel.PNG select Kintone Administration
  2. Under Other, click Feature Activation.
  3. Select the Activate Email notifications check box.
  4. Select an email format.
    • HTML email: send formatted email notifications. Formatted email contains formatting features such as bold text and graphics.
    • Plain text email: send unformatted plain text email notifications. Plain text contains no special formatting and cannot contain graphics.
  5. Set the Default Settings for User's Personal Settings. This is the default for those who have not yet modified their personal settings and for new users added hereafter.
    • Never send notifications: users will receive no email notifications.
    • Send only notifications where I am mentioned: users will receive email notifications for all notifications that are sent to them. This includes @mentions, app notifications, and system notifications.
  6. Click Save.

HTML Email

Screen_Shot_2018-04-05_at_1.46.58_PM.png

Plain Text Email

Screen_Shot_2018-04-05_at_1.46.45_PM.png

Please note: 

  • Users can change their notification preferences from the default settings in their Personal Settings. See Editing Personal Settings.

Settings in the App

Administrators of each app can configure notification settings for users to receive notifications.

Notification settings for an app can be configured for various notification conditions. For example, a notification can be sent to User A when a record is added, or a notification can be sent to the "Created By" user when the status is changed to "Approved".

See Configuring App Notifications for more details.

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