No. of Users / People *
Business Phase (You are able to select more than one option)
Where are Staff:
Aims (You are able to select more than one option)
CRM Integration (You are able to select more than one option)
Which accounting system do you use?
icon-person 02 9299 9959 OR Call Sales

Massive 40% off 2nd Year. Pay by 31st Oct 2021.

Notifications & reminders

There are several ways you can generate notifications in CRM:

  1. Use the Follow Up Date field – this provides a notification in CRM.
  2. Create a Task you can set both Email and CRM notifications.
  3. Set a reminder on an Activity (e.g. a Call or a Meeting) – this provides a notification in CRM.
  4. Send a Meeting invitation – this will generate an Email.
  5. Use an ‘@ mention’ to generate an Email to another User.

When you receive a notification, it will appear in the top right hand corner of CRM, indicated by a bird icon (this is the system default icon and you can change it).

Notification bird in CRM

 

You can click on the bird icon to reveal the notification area.

 

Working with notifications

You can customise your notification area in several ways:

  • Pin the area to the screen – click on the pin icon. Click the pin icon again to unpin the area.

Pin the notification area to the screen

  • Remove the area from the screen – click on the cross icon.

Unpin the notification area

  • Change the notification sound and icon – click on the speaker icon to reveal a list of choices for the sound and icon.

Notification sound and icon options

  • Snooze a notification – click on the alarm clock icon and select a snooze time.

Snooze a notification

Snooze options

  • Clear a notification – click on the cross icon.

Clear a notification

  • Clear all notifications: click on the Dismiss All button at the bottom of the notification area.

Dismiss all notifications

Using the Follow Up Date field

The following types of records have a Follow-Up Date field that you can use to quickly generate a notification: Companies, Contacts, Quotes, Sales Orders, Invoices, Opportunities, Purchase Orders.

When you add a date into the Follow-Up Date field, the person that the record is Assigned To will receive a notification when they log into CRM on the specified date i.e. if the date is set to 27/08/2021 and the assigned user logs in at 9am on that day, they’ll be notified at 9am; if they log in at 1pm, they’ll receive the notification then.

Follow-Up Date field on an Opportunity

On Quotes there is a specific field you can use for Follow-Up Assignee so that this person can be different from the person that the Quote is Assigned To – the user that is set as the Follow-Up Assignee will receive the notification.

Follow Up assignee on a Quote

Using Tasks

When you create a Task, you can create three different types of notification:

  1. Reminder Notification – the system checks for these every 60 seconds.
  2. Due Date Notification – the system checks for these every 60 minutes.
  3. An Email alert – the system will send these out to Attendees and Assignees whenever a Task is updated.

To create a Reminder Notification, you must complete the following fields:

  • Start Date and Time – you must enter both a date and a time.
  • Assign To – this is the person that will receive the notification.
  • Reminder interval – click on the bell icon to select the time before the start that you would like to receive the notification.

Entering in a Task reminder based on start date & time and a reminder interval

Specifying a reminder interval

To create a Due Date Notification, you must complete the following fields:

  • Due Date and Time – you must enter both a date and a time.
  • Assign To – this is the person that will receive the notification.

Setting a due date notification

Email Notifications are triggered when:

  • A Task is created – the person the Task is Assigned To and the people who are Attendees will all receive an email notification.
  • A Task is updated – the person the Task is Assigned To and the people who are Attendees will all receive an email notification.

This is a useful feature if you are assigning Tasks to other members of your team and want to stay up to date on what is happening.

Generating an email notification from a Task

Setting reminders on Calls & Meetings

You can set a Notification to appear before the start of a scheduled Call or Meeting in CRM.

Just click on the bell icon and select the reminder interval to select how long beforehand you would like a notification.

Note that you will need to have filled in on the Call or Meeting BOTH the date and time fields for the reminder to work i.e. the system needs to know exactly when something is scheduled to start so that it can remind you a certain number of minutes beforehand.

The User that the record is Assigned To will be the recipient of the notification in CRM.

Setting a reminder notification for a Call

Setting a reminder notification on a Meeting

Reminder intervals

Meeting invtiations

You can create a Meeting in CRM and send Attendees an invitation, or notify them the meeting has been cancelled – just click on either the Send/Update Invitation or Cancel Invitation buttons.

The people listed as Attendees will then receive an email with the meeting invitation or cancellation.

Sending a Meeting invitation to Attendees

If you don’t want to send an invitation, just press the Save button.

Failure notifications

If an Email or SMS you have sent from CRM was unsuccessful, you will receive a system notification to let you know.

Notifying other Users with '@ mentions'

As well as assigning records to other Users or including them on a task so they receive a notification in CRM, you can also manually generate Email notifications using ‘@ mentions’.

You can quickly update another User when you are adding Notes, Calls, Meetings or Tasks to CRM by typing “@” immediately followed by the first few letters of another Users name to reveal a mention tag. Once you have added this, the User you mentioned will get an email with a copy of the activity you’ve just entered.

In the example below, I want to tag my colleague Ryan Harris in a Note I am writing, so I type in “@rya” to reveal his a tag option, then click on this to select him and when I save my Note, he’ll get an email alert.

Creating a mention in a Note

If you want to be super-helpful, you can also copy and paste the record URL from your browser address bar into the activity record – that way Users that get the mention email can quickly click on the link to be taken to the record you were working in. This is really handy for others if you’re asking them a question about a record.

Related articles
First Name*:
Last Name*:
Email1*:
Phone (Work)*:
Is there anything else we can help you with:
207 queries in 1.326