Settings to Activate E-mail Notifications

Article Number:0403

This article describes the E-mail Notifications feature configurable on the "Feature Activation" screen.
The E-mail Notifications feature is a feature to send Kintone notifications via e-mail. This feature enables users to check notifications via e-mail in addition to checking them on Kintone.
By default, the feature is enabled and "To Me" notifications are sent to users via e-mail in HTML format.

To send Kintone notifications via e-mail, other settings, such as the System Mail Account setting and E-mail Address setting, must also be configured. For details, refer to Setting E-Mail Notifications.

Descriptions of Setting Options

The "E-mail Notifications" screen

Setting option Description Default setting
Activate e-mail notifications This is a feature to send Kintone notifications via e-mail. Activated
Default value for the receiving setting You can configure whether or not users receive e-mail notifications by default. Receive (Only "To Me") is selected
E-mail Notification Format You can configure the format of the e-mail notifications users receive (HTML or Text format). HTML format is selected (Allow users to change in their personal settings is enabled)
Other settings You can configure whether e-mail notifications are sent when REST API operations are performed on Kintone. Send REST API notifications by e-mail is disabled

The details of each setting option are described below.

Default value for the receiving setting

You can configure whether or not users receive e-mail notifications by default.
When you change the default value for the receiving setting, whether the default value is applied to users differs depending on the types of users:

  • Users who have never changed the E-mail Notifications setting in their Personal Settings:
    The new default value for the receiving setting is applied to these users.
  • Users who have already changed the E-mail Notifications setting in their Personal Settings:
    The new default value for the receiving setting is not applied to these users. The E-mail Notification Format setting specified by the users themselves is effective.
  • Users added after you changed the format of e-mail notifications:
    The format you specified is applied to the e-mail notifications for these users from the time they are added.

It is possible for individual users to later change whether to receive e-mail notifications.

If you select Receive (Only "To Me") in Kintone Administration, users will receive only "To Me" notifications via e-mail.
"To Me" notifications are sent to users when they are mentioned in comments, assigned as process management assignees, and so on. When users receive "To Me" notifications, the number of received "To Me" notifications is displayed on the notification icon located at the top area of the screen. These "To Me" notifications are sent via e-mail. The "Feature Activation" screen Details on the actions that trigger "To Me" notifications are described in When and to Whom Notifications Are Sent.

To receive "All" notifications, the E-mail Notifications setting in a user's Personal Settings needs to be changed.
Note that if a user selects All notifications in the setting, s/he will receive "All" notifications including "To Me" notifications via e-mail, which may result in a large number of e-mails being sent to him/her. For example, if a user is receiving a large number of notifications in Kintone due to API execution, note that s/he will also receive a large number of e-mail notifications.

E-mail Notification Format

You can select the format of the e-mail notifications users receive from the options HTML format and Text format.
When you change the format of e-mail notifications, whether the specified format is applied to e-mail notifications differs depending on the types of users:

  • Users who have never changed the E-mail Notification Format setting in their Personal Settings:
    The format you specified is applied to the e-mail notifications for these users.
  • Users who have already changed the E-mail Notification Format setting in their Personal Settings:
    The format you specified is not applied to the e-mail notifications for these users. The E-mail Notification Format setting specified by the users themselves is effective.
  • Users added after you changed the format of e-mail notifications:
    The format you specified is applied to the e-mail notifications for these users from the time they are added.

It is possible for individual users to later change the format of their e-mail notifications.

If you uncheck Allow users to change in their personal settings and save the setting, users will not be able to select the e-mail notification format in their Personal Settings.
The E-mail Notification Format setting each user configured in Personal Settings becomes invalid and cannot be restored.

Example of an e-mail notification in HTML format:
Image of a sample e-mail notification in HTML format
Example of an e-mail notification in Text format:
Image of a sample e-mail notification in text format

Other settings

You can configure whether e-mail notifications are sent when REST API operations are performed on Kintone.
This setting option is disabled by default.
If Send REST API notifications by e-mail is unchecked, you may not receive some e-mail notifications. To receive all notifications by e-mail, you need to enable this setting.
For details on this setting, refer to What Is "Send REST API notifications by e-mail"?