Email Notifications Received By Users

System or admin-generated notifications are sent automatically for account access, security, and administrative communication, and members have no control over whether they're received. User-controlled notifications cover idea activity, community digests, and campaign updates, and can each be enabled or disabled from Notification Settings.

Role Permissions

1. Workspace Administrator: Can manually trigger Password Recovery and Two-Factor Authentication Reset emails for members from Member Management, and configures the account lock and inactivity thresholds that generate automatic security emails.
2. Community/Campaign Moderator: Can send Stage Task Reminder, Contact Author, and Contact Owner emails to idea participants from Idea Management, and can message idea submitters directly using Email Author.
3. Member: Receives all system-generated notifications automatically and can enable or disable each user-controlled notification from Notification Settings.

System Or Admin-Generated Email Notifications

These notifications are sent automatically or triggered by an Administrator or Moderator. Members cannot disable them.

Registration & Membership Verification

1. New Member Signup Verification (Member Approval Off) - System Generated: When a person registers in a workspace where member approval is off, they receive an email verification. Selecting Verify my email lets the member enter the verification code and set a password to log into the new IdeaScale account.
   
   
   

2. Membership Approved Verification (Member Approval On) - System Generated: When a person registers in a workspace where member approval is on, they receive an email verification. Selecting Verify my email lets the member enter the verification code and set a password to log into the new IdeaScale account.
   
   

3. Workspace Registration With Existing Email Address - System Generated: When a person tries registering for a workspace using an email address already associated with a workspace membership, this email is sent instead of a new registration confirmation.
   
   
4. Community Invitation - System Generated: When a person already registered with the Workspace is invited to join a community within it, they receive an email to verify their email and join the community.
   
   
5. Invited Member - System Generated: When a workspace member invites a non-workspace email address to join the workspace, the invited address receives this email.
   
   
6. Email Claim Verification - System Generated: When a community member adds an existing email address to their profile, the address being claimed receives an email claim verification code to complete the claim process.
   
   
7. Self-Removal - System Generated: When a member leaves a Workspace, effectively deleting their own membership, they receive an email confirmation of the removal.

Account Security & Access

1. Password Reset Without Registration - System Generated: When a person tries to reset a password without holding a membership or account with the workspace, they receive this email.
   
   
   
2. Membership Deactivated - System Generated: When a banned member tries to use the Forgot password link, this email is sent instead of a password reset link. 
   
   
   
3. Two-Factor Authentication (Member-Initiated) - System Generated: When Two-Factor Authentication is enabled by the Administrator, members receive an email with a One-Time Password (OTP) for login verification after entering their email and password.
   
   
   
4. Two-Factor Authentication Reset (Admin-Initiated) - Workspace Admin Generated: The Workspace Administrator can send a Two-Factor Authentication reset email to members experiencing issues, from Member Management >> Actions >> Send Two Factor Auth Reset.
   
   
   
5. Password Recovery (Member-Initiated) - System Generated: Selecting the Forgot Password link on the Login page sends the member a Password Recovery email containing a link to reset the password. Selecting the link opens a password reset window.
   
   
6. Password Recovery (Admin-Initiated) - Workspace Admin Generated: The Workspace Administrator can send a password recovery email to members having trouble with the Forgot Password link, from Member Management >> Actions >> Send Password Reset.
   
   
   
7. Account Locked For Inactivity - System Generated: When the Workspace Administrator has set a limit on the number of days a member can remain inactive and that limit is reached, the member is locked out and receives an email to verify and reactivate the account.
   
   
   
8. Account Locked For Wrong Password - System Generated: When a member enters incorrect login credentials multiple times, the account is locked temporarily and this email is sent.
   
   
   
9. Concurrent Login - System Generated: When a member exceeds the concurrent login limit set by the Administrator — logging in from multiple browsers or locations at the same time — this email is sent.
   

 Moderator & Admin Communication

1. Email Author - Admin or Moderator Generated: The Community Administrator or Moderator can send an email to an idea submitter using the Email Author feature.
   
   
   
2. Stage Task Reminder - Moderated Generated: If a member is added as a participant in a stage other than Ideate, Build Team, or Archive, they receive an email reminder for pending tasks. This reminder is sent by the Moderator from Idea Management >> Moderate Idea (Hammer icon) >> Stage Task Reminder.
   
   
   
3. Contact Author/Owner - Moderator Generated: The Moderator can contact an idea's author or owner for any communication from Idea Management >> Moderate Idea (Hammer icon) >> Contact Author/Contact Owner.
   
   

User-Controlled Email Notifications

Members enable or disable these notifications individually from Profile >> Settings >> Notification Settings.

Account & Role Notifications

1. Role Change Email: Sent when a member is updated or given special authority in the workspace or community — for example, assigned as a Workspace Administrator, Community/Campaign/Campaign Group Administrator, Community/Campaign/Custom Field/Group Moderator, or Custom Admin. Notification setting name: Role Change
   
   
   
2. Quick Reminder (Account Lock Advance Notice): If the Workspace Administrator has configured a specific number of days for advance notice, members receive a reminder email about an upcoming account lock due to inactivity.
   Notification setting name: Receive an email 'X' day in advance before getting locked 
   
   
   
3. Account Unlocked: Sent when a member is unlocked by the Administrator. Notification setting name: Receive an email when your account is unlocked
   Note: A member does not receive this email if they unlock their own account by selecting the verify link within the Account Locked email. 
   

Messaging & Direct Communication

1. New Message: Members can receive notifications for private messages from other members of the same workspace or community.
   Notification setting name: Private message emails
   
   
   
2. Group Message: Members can receive an email when the API call /email/group/{id} is used, with the group ID determining which members receive it. The subject line can be customized.
   Notification setting name: Group message email
   Note: This notification is triggered only through the API — it does not apply to standard in-app group messaging.
   
   
   
3. Broadcast: Members can receive broadcast emails sent from the community. Notification setting name: Broadcast email
   
   

Idea Progress & Status

1. Stage Changed: Sent when an idea changes stage.
   Notification setting name: Idea stage change
   
   
   
2. Thanks For Submitting An Idea: Sent to the idea submitter thanking them for the submission.
   Notification setting name: Thank you email for Idea submission
   
   
   
3. Owner Assigned: Sent to let a community member know they've been assigned as an idea's owner.
   Notification setting name: Idea owner assigned
   
   
   
4. Assessment Waiting: Sent to a member with a pending assessment, when initiated by the Administrator from Stage settings.
   Notification setting name: Assessment Reminder emails
   
   
   
5. Mark Abused: Sent to a member when their idea is reported as a duplicate or as abuse.
   Notification setting name: Flag emails
   
   
   
6. Idea Inactivity Alert: Sent to an idea's submitter and/or owner when the idea becomes inactive.
   Notification setting name: Idea inactivity emails 
   
   
   
7. Draft Ideas: Sent to a community member with ideas still in draft that haven't been published or submitted.
   Notification setting name: Idea draft reminder emails 
   
   
   
8. Top 10 Trending: Sent to a member when their idea reaches the top trending list.
   Notification setting name: When my idea is top trending 
   
   
   
9. Linked Ideas: Sent to a member when their idea is linked with another idea. Notification setting name: Linked ideas email 
   

Comments, Mentions & Team Assignments

1. New Comment: Sent to a member for every new comment posted on their idea. Whether this email is received also depends on the member's profile and community-level notification settings.
   Notification setting name: New comment email 
   
   
   
2. Mention Email: Sent when another member @mentions the recipient in an idea, comment, or refinement answer within the community.
   Notification setting name: Mention emails 
   
   
   
3. Idea Annotated: Sent to the idea submitter when a comment is annotated on the idea.
   Notification setting name: Idea annotations emails 
   
   
   
4. When I Am Assigned As A Team Member: Sent to a member when they're assigned as a team member on an idea.
   Notification setting name: When I am assigned as a team member 
   
   
   
5. Idea Share: Sent to a member when an idea is shared with them by email. Notification setting name: Ideas shared via email 
   
   
   

Community & Campaign Digests

1. New Ideas: Sent for new ideas submitted in campaigns the member is following, in Daily digest, Weekly digest, or real-time format. Can be disabled.
   Notification setting name: New ideas
   
   
   
2. This Week's Top Ideas: An overview of currently trending ideas in the community, sent as a Weekly or Monthly digest. The monthly digest is sent on the first day of each month. Can be disabled.
   Notification setting name: Trending ideas 
   
   
   
3. Community Tasks: A reminder of outstanding tasks assigned to the member, sent as a Daily, Weekly, or Monthly digest. Can be disabled.
   Notification setting name: Community Tasks Digest Frequency 
   
   
   
4. Moderator's Weekly/Monthly Digest: A review of campaign performance, sent only to Community Moderators as a Weekly or Monthly digest. Can be disabled. Notification setting name: Moderator Notification Digest Frequency
   
   
   
5. Campaign Performance: Sent when a Moderator shares campaign performance or a campaign digest via in-app notification.
   Notification setting name: Campaign performance shared via email 
   
   
   
6. Tracked Tag: A daily digest of newly assigned ideas for a tag the member is following.
   Notification setting name: Depends on Follow Tag 
   
   

Campaign & Workflow Notifications

1. Campaign Invitation: Sent whenever a new campaign invite is sent to the member. The subject line can be customized.
   Notification setting name: Campaign invitation email
   
   
   
2. Email Notifications For New Ideas: Sent to members when a new idea is posted in the community. This setting must also be on to receive new-idea approval notifications.
   Notification setting name: Email notifications for new Ideas
   
   
   
3. Workflow Executed: Sent when an automation workflow rule runs and the member is set to be notified.
   Notification setting name: Workflow executed emails
   
   
   
4. Innovation Assistant: Sent when there is an Innovation Assistant tip available. Notification setting name: Innovation assistant emails
   
   

Frequently Asked Questions

Can a member turn off system or admin-generated notifications, such as password recovery or account lock emails?

No. System or admin-generated notifications are sent automatically for account security and access reasons and cannot be disabled by the member. Only the notifications listed under User-Controlled Email Notifications can be enabled or disabled.

Where does a member manage which user-controlled notifications they receive?

From Profile >> Settings >> Notification Settings.

What digest frequency options are available for notifications like New Ideas or Community Tasks?

Depending on the notification, a member can choose a Daily, Weekly, or Monthly digest, a real-time option where available, or disable the notification entirely.

Does the Group Message notification apply to messages sent through the standard in-app messaging feature?

No. Group Message emails are sent only when triggered through the API call /email/group/{id}. They don't apply to standard in-app group messaging.

Reference Articles

• Help Article on Member Notification Settings
• Help Article for Notification Settings
• Help Article for Follow Tag