---
title: "Configuring a Notification Rule"
slug: "configuring-a-notification-rule"
updated: 2026-04-24T09:04:05Z
published: 2026-04-30T10:00:01Z
---

> ## Documentation Index
> Fetch the complete documentation index at: https://documentation.encodify.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Configuring a Notification Rule

## Overview

---

Notification Rules allow you to automate how users are notified about key events (sub-types) within the system. These rules replace the previous “Send Email” actions, which are automatically migrated to Notification Rules with the corresponding sub-types.

Notification Rules can be configured for a wide range of triggers, including item creation, updates, comments, proofing actions, workflow transitions, and file sharing events. By using Notification Rules, you can ensure timely, consistent, and targeted communication for users, both in-app and via email, Slack, or Microsoft Teams.

## How to Create a Notification Rule

---

### Rules Configuration

To configure a Notification rule, follow these steps:

1. Navigate****to **Automation Rules** (see [Automation Rules Overview](/v1/docs/automation-rules-overview) for more details).
2. Click the **Add Rule** button.
3. Complete the **Basic Info** section:
  - Enter a **Name** and, optionally, a **Description**.
  - From the **Type** dropdown, select **Notifications.**
  - Select**Sub-Type** – Choose the event on which the notification will be triggered (e.g., *Create*, *Update*, *Workflow Transition*).
  - Enable or disable**Skip in Batch Operations** – Available only for single-item events. When enabled, notifications are skipped during bulk operations to prevent duplicates.
4. In the **Conditions** section, select the relevant **Module**. If required, define **Filter Criteria** to specify the conditions that will trigger the rule. Note that for some sub-types, the Conditions section may be hidden. Refer to the sub-type table below for details.
5. Configure **Actions** by defining the notification settings:
  1. Configure Recipients in the **TO** field, choose one of the following:
    - **User Fields** – Select users from a field in the module.
    - **Velocity Code** – Use Velocity expressions to define recipients dynamically.
      - Example: `$CurrentItem.fieldValue('Users').fieldValue('Email')` *(where*`Users`*links to the Users module and*`Email`*is the email field)*
  2. Select**Channel(s)** – Choose one or more available channels:
    - **Application** – In-app notifications displayed in the Notifications panel.
    - **Email** – Email notifications sent to specified recipients.
    - **Slack / Microsoft Teams** – External collaboration platforms, if integrated.
  3. **Configure Notification Content** – Depending on the channel and sub-type:
    - **Application Channel**: Define reference field, custom content, and field values to display. Preview appears on the right-hand side of the configuration screen.
    - **Email Channel**: Configure *Reply To*, *CC*, *BCC*, subject line, and layout. Layout options include:
      - **Custom HTML/CSS Code** – Full control over template, with preview available.
      - **Easy Templates** – Choose from three standard templates; body supports rich text formatting.
6. Click **Save** to confirm your settings and create the rule.

![3d790ee6ca.jpg](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/10287894626077.png)

An image highlighting an email Notification rule

### Sub-Type Configuration Table

In the table below, you can find a list of all available Sub-Types and peculiarities of their configuration.

| **Sub-Type** | **Conditions Supported** | **Available Channels** | **Recipient Method (TO)** | **Notes** |
| --- | --- | --- | --- | --- |
| Activate | Yes | Application, Email, Slack, Microsoft Teams | User Fields or Velocity Code | – |
| Add New Item Comment | No | Application, Email, Slack, Microsoft Teams | User Fields or Velocity Code | – |
| Add New Proofing Comment | No | Application, Email, Slack, Microsoft Teams | User Fields or Velocity Code | – |
| Batch Combinations | No | Application, Email, Slack, Microsoft Teams | Velocity Code | – |
| Batch File Upload | No | Application, Email, Slack, Microsoft Teams | Velocity Code | – |
| Batch Share Items | No | Application, Email, Slack, Microsoft Teams | User Fields or Velocity Code | - Automatically created if Share Item enabled |
| Batch Field Import | No | Application, Email, Slack, Microsoft Teams | Velocity Code | – |
| Batch Workflow | No | Application, Email, Slack, Microsoft Teams | Velocity Code | – |
| Change Item Comment Status | No | Email, Slack, Microsoft Teams | – | - Author of original comment auto-selected - Application notification always sent |
| Change Proof Comment Status | No | Email, Slack, Microsoft Teams | – | - Author of original comment auto-selected - Application notification always sent |
| Copy to HTTP | No | Email, Slack, Microsoft Teams | User Fields or Velocity Code | – |
| Create | Yes | Application, Email, Slack, Microsoft Teams | User Fields or Velocity Code | – |
| Delete | No | Application, Email, Slack, Microsoft Teams | Velocity Code | - Email must be fetched from Old value |
| Inactivate | Yes | Application, Email, Slack, Microsoft Teams | User Fields or Velocity Code | – |
| Mention | No | Email, Slack, Microsoft Teams | – | - Mentioned person auto-selected - Application notification is always sent |
| Reaction to Comment | No | Email, Slack, Microsoft Teams | – | - Author of original comment auto-selected. - Application notification is always sent. |
| Reply to Comment | No | Email, Slack, Microsoft Teams | – | – |
| Update | Yes | Application, Email, Slack, Microsoft Teams | User Fields or Velocity Code | – |
| Workflow Transition | Yes | Application, Email, Slack, Microsoft Teams | User Fields or Velocity Code | – |
| Share Proofing Guest | No | Email | – | - Automatically created if Guest User enabled |
| Share Item Subscriber | No | Application, Email, Slack, Microsoft Teams | User Fields or Velocity Code | - |
| File Share | No | Application, Email, Slack, Microsoft Teams | – | - Automatically created if Share File enabled |

> [!WARNING]
> **NOTE**: Some sub-types have automatic recipient assignment or system-generated rules; check table and site configuration for details.

### Application Channel (In-App Notifications)

The **Application channel** generates in-app notifications that appear in the **Notifications panel** of the selected recipient. This channel is available for most sub-types.

Key Configuration Options:

- **Reference Field** – Defines a custom link to the item. Any field can be selected except: `MULTI_FILE`, `MULTI_SELECT`, `CHECK_BOX`, `SEPARATOR`, or `TEXT_AREA`.
  - Reference fields are always included at the top of the **Fields Updated** section in the notification card.
- **Custom Content** – Text message displayed on the notification card. Only plain text is supported; Velocity code is not processed here.
- **Field Values to Show** – List of item fields to display in the notification card. Both old and new values can be fetched.
- **Preview** – A real-time preview of the notification card appears on the right-hand side of the configuration screen.

![a3bb5c05a1.jpg](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/10319356278173.png)

An image highlighting Application Channel configuration

### Email Channel

The **Email channel** sends notifications to the email addresses of specified recipients. This channel is configurable for most sub-types that support external notifications.

**Key Configuration Options:**

- **Recipients** – Set **Reply To**, **CC**, and **BCC** using either a user field or Velocity code.
- **Email Subject** – Accepts either static text or Velocity expressions.
- **Email Layout** – Controls the visual representation of the email. Two options are available:
  1. **Custom HTML/CSS Code** – Users create their own email template in the **Email Body** field. Preview is available on the right-hand side. Note that not all custom templates are guaranteed to be fully responsive.
  2. **Easy Templates** – Users select from three standard templates. The **Email Content** section shows required fields for the chosen template. The **Body Text** field supports rich text formatting, including standard line break tags (`<br>`).
- **Sub-Type Specific Settings** – Certain sub-types may require additional configuration:
  - **Batch Field Import** – Map the corresponding Import Templates to the rule via the **Linked Field Import** field.
  - **Copy to HTTP Server** – Link the rule under **Linked Notification Rules** in the action configuration.
- **Preview** – A live preview shows how the email will appear to recipients.

![e9a2f6b036.jpg](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/10319511690397.png)

An image highlighting the Email Channel configuration

### Slack / Microsoft Teams Channel

Slack and Microsoft Teams channels allow notifications to be sent directly to external collaboration platforms. They are available for sub-types that support external messaging.

**Key Configuration Options:**

- **Recipient** – Specify the recipient using either Velocity code or a predefined user field.
- **Message Content** – Supports text messages with placeholders and Velocity expressions.
- **Sub-Type Restrictions** – Certain notifications may not support all features (e.g., reference fields).
- **Preview** – Where supported, a preview shows how the message will appear in the selected platform.

![Screenshot 2023-10-26 125216.png](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/14411707409693.png)

An image highlighting Microsoft Teams notification

**Notes:**

- Integration must be configured and enabled for the [Slack](/v1/docs/slack-connected-service) or [Microsoft Teams](/v1/docs/ms-teams-connected-service) channel to appear.
- Messages are sent immediately when the rule is triggered, following the same execution rules as Application and Email notifications.

### Key Considerations

- **Selection Rules Execution** – If any selection rules are configured for the module, notifications are sent only after all selection rules have been executed, regardless of their sort order.
- **System Account Notifications** – When a notification is triggered by an action, the recipient specified in the TO field will receive the notification from the System Account.
- **Application Notifications Order** – Notifications may appear out of order if timestamps are identical.
- **Delete / Inactivate Sub-Types** – Notifications will not be generated if the item is deleted via an auto-delete action.
- **Batch Operations** – Timeline 2 views display all items when opening a list of items with a Batch ID, even if some notifications are skipped.
- [**SortTool in Velocity**](/v1/docs/insert-field-values-from-the-linked-modules-into-actions-velocity-template)**-** Use of [**SortTool**](https://velocity.apache.org/tools/2.0/apidocs/org/apache/velocity/tools/generic/SortTool.html)in Velocity is been enabled in version 19. This tool makes it easy to organise and manage lists of items in your templates.
- **Reference Field or Field Values to Show**- Separator, calculation, concatenation, and fixed text fields cannot be used.
- **Guest Users:** It is currently not possible to configure separate notification rules for **mentions** for **internal**and **guest user**groups. As a result, notifications sent to guest users are the same as those sent to internal users.