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.

Requirements to Enable Email Notifications

Settings that must be configured by a Kintone Admin:

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

Settings that must be configured by individual Users: 

Email Notification GIF

Please note:

  • Only App and Space notifications are allowed to be received by Email.
  • People notifications cannot be received by Email.
  • To receive notifications by Email, Email Notification must be enabled in Administration Setting.

For details on receiving Email notifications, see the Receives an email notification? column on When and to Whom Notifications Are Sent

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.
    • Note, this feature is activated by default.
  4. Select an email format.
    • HTML email: send formatted email notifications. Formatted email contains formatting features such as bold text and graphics. See below:
      Screen_Shot_2018-04-05_at_1.46.58_PM.png
    • Plain text email: send unformatted plain text email notifications. Plain text contains no special formatting and cannot contain graphics. See below:
      Screen_Shot_2018-04-05_at_1.46.45_PM.png
  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. This is set by default. 
  6. Click Save. 

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.

Notes When IP Address Restrictions are Set

*Relevant if the administrator has set IP Address restriction. See Configuring IP Address Restrictions and Basic Authentication.

To access Kintone from the URL provided in an Email notification from a device, whose access is restricted, the following configuration is required:

Using Client Certificate Authentication
When accessing the URL from the Email notification, the following screen is displayed. 

Access_Forbidden_Error_Screenshot.jpg

If you have the required setting to use Client Certificate Authentication, you can access Kintone by selecting the checkbox and clicking the URL.

Using Basic Authentication
If the administrator enabled the Basic authentication, clicking the URL in the Email notification displays the authentication screen.

Enter the username and password used for the basic authentication. For your username and password, check with your administrator.

Example of an authentication screen on Google Chrome:


Example_Authentication_Screen_Mobile.jpg

Related Topics:

Configuring a System Mail Account
Adding and Editing Users
Editing Personal Settings
Configuring App Notifications
Email Notification Subjects

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