Automated Report Notifications & Alerts

On Creation - The notification fires immediately when a report is submitted. Use this for time-sensitive alerts where you need instant awareness.

On Approval - The notification fires only after the report has been approved. Use this when you want to notify stakeholders only about verified/approved reports, not raw submissions that might need corrections.

Each notification rule supports up to 3 recipients. We keep this focused to ensure your notifications land in inboxes reliably, not spam folders.

Recipients can be:
• Team members - Select from your organization's user list
• External emails - Enter any email address with an optional name

Need more? You can create multiple rules with the same template to reach additional people. Or just reach out to us - we're happy to increase limits based on your workflow.

Yes! Use the pattern {field_your_field_label} to insert any field's value.

The field label is converted to lowercase with underscores. Examples:
• "Temperature Reading" → {field_temperature_reading}
• "Issue Type" → {field_issue_type}
• "Customer Name" → {field_customer_name}

When you select a specific report in the rule editor, it shows all available field variables for that report.

Templates support basic markdown formatting:

• **bold text** → bold text
• *italic text* → italic text
• ## Heading → Section headers
• Line breaks are preserved

The preview feature shows exactly how your email will look.

Field alerts let you trigger notifications only when specific conditions are met. You configure these in the Report Builder, not the Notifications page.

Supported field types:
• Number fields - Operators: <, >, <=, >=, =, between
• Slider fields - Same operators as numbers
• Single-select dropdowns - Operators: equals, not_equals
• Multi-select dropdowns - Operators: includes, not_includes

Example: Alert if "Temperature" > 100 OR "Severity" equals "Critical"

Yes! When creating a rule, you select which report types should trigger the notification. Choose one report for targeted alerts, or select multiple reports if you want the same notification to fire for several report types.

Entity-specific rules only fire for submissions at that entity, giving you granular control over which locations trigger notifications.

Yes! Notification rules apply to all submissions, whether from logged-in users or public links. The {submitted_by} variable will show "Public Submission" or the public link's name for anonymous submissions.

Yes. The rule editor includes a Preview feature that shows your template with sample data filled in. You can see exactly how the subject line and email body will appear.

If you've selected a specific report, it will use data from a recent submission (if available) to make the preview more realistic.

Disabling (setting to Inactive) a rule pauses all notifications for that rule. No emails are sent while inactive.

You can toggle rules on/off directly from the table without opening the editor. This is useful for temporarily pausing notifications during testing or maintenance.