Profile - Notifications Settings

Notifications keep members informed of activity occurring within a workspace or community, covering updates to campaigns, ideas, and other events. Workspace email notifications are configured by Workspace administrators at the workspace level and a Community Administrator can set community-level ones for an individual community. Members can further override these settings within personal profile settings to control what they are notified of.

Role Permissions

1. Workspace Administrator: Configures the workspace-level administrative notification emails under the workspace (such as new member signups, community expiry alerts, seat limit alerts, and import reports).
2. Community Administrator: Configures notification settings for an individual community and manages community-level administrative & moderation notifications (such as new member approval and locked-member digests). They can also reset any of these settings for all or specific members.
3. Member: Overrides default notification preferences within personal profile settings and manages personal notification settings for workspace and community activity, such as role changes, idea and comment updates, and mentions.

IdeaScale Settings

Send Me News and Announcements About IdeaScale: Enabling this checkbox allows a member to receive the latest IdeaScale product updates and announcements, in addition to workspace and community notifications.

Workspace Notification Settings

Members and Workspace Administrators see distinct sets of notification settings for the workspace.

Workspace Administrator

Workspace Administrators see the notification settings below and can enable or disable each option using the corresponding checkbox.

• New Member Signup: The Workspace Owner receives an email notification when a new member signs up to the workspace. See Exceptions below for the condition under which this notification is sent.
• New Member Approval Emails: When the workspace-level New Member Approval setting is enabled, every Workspace Administrator receives an email to approve new members requesting to join the workspace.
• Receive a Notification for Community Expiry "X" Days in Advance: Workspace Administrators and the Billing Contact receive an email notifying them of an upcoming Community expiration, with advance notice set to a number of days configured by the Workspace Administrator.
• Receive a Notification When "X" Seats Remain: Workspace Administrators and the Billing Contact receive an email notifying them that available seats are limited, with advance notice based on a number of days configured under the Workspace's Default Notification Preferences.
• Role Change: A member receives this email when assigned the Workspace Admin role.
• Receive an Email "X" Day in Advance Before Getting Locked: A member receives a reminder email prior to being locked out of the workspace, based on the number of days configured under the Workspace's Default Notification Preferences.
• Receive an Email When the Account Is Unlocked: A member is notified by email once their account has been unlocked by an Administrator. See Exceptions below for a condition affecting this notification.
• Private Message Emails: Enabling this setting allows Workspace Administrators to receive an email for every message sent to them.
• Import Report Email: The Administrator performing an import receives a success notification email, including details of any spreadsheet rows that failed to import and the reasons for the failure.
• Receive an Email When Members Are Locked: The Workspace Administrator receives a summary email detailing members who have been locked out due to incorrect password attempts or prolonged inactivity.
• Receive an Email When the Member Limit Is Reached: Workspace Administrators receive an email notification when the workspace reaches its maximum permitted number of members.

Workspace Members

Workspace Members see the notification settings below and can enable or disable each option using the corresponding checkbox.

• Role Change: A member receives this email when assigned the Workspace Admin role.
• Receive an Email "X" Day in Advance Before Getting Locked: A member receives a reminder email prior to being locked out of the workspace, based on the number of days configured under the Workspace's Default Notification Preferences.
• Receive an Email When the Account Is Unlocked: A member is notified by email once their account has been unlocked by an Administrator.
• Private Message Emails: Enabling this setting allows a member to receive an email for every message sent to them.

Community Notification Settings

Members update Community notification settings by selecting the bell icon next to any community of which they are a part.

1. Trending Ideas: An overview email of all current trending ideas in the community, sent as a Weekly or Monthly digest. The monthly digest is sent on the first day of each month. This notification can be disabled.
2. Community Tasks Digest Frequency: A reminder email sent to a member for any outstanding tasks assigned in their name within a community. This notification can be set to Daily, Weekly, or Monthly digest format, or disabled.
3. Moderator Notification Digest Frequency: An email reviewing campaign performance, sent to Community Moderators only, in Weekly or Monthly digest format. This notification can be disabled. Available only to moderators.
4. New Ideas Email Frequency: Enabling this setting allows a member to receive an email for every new idea posted, at the frequency selected. When the frequency is set to Real Time, notifications can be further configured for either All Authorized Campaigns or Subscribed Campaigns from the dropdown.
   
   
5. Idea Approval Emails (Real Time): Notifies moderators when a new idea is submitted and requires their approval before publication. Community and Campaign moderators can view a list of campaigns and select or deselect which ones they wish to receive these notifications for. 
   
   
6. New Comment Email: Enabling this setting allows a member to receive an email for every new comment posted. Notifications can be configured for either All Authorized Campaigns or Subscribed Campaigns. 
   
   
7. Comment Approval Emails (Real Time): Notifies moderators when a new comment is submitted and requires their approval before publication. Community and Campaign moderators can view a list of campaigns and select or deselect which ones they wish to receive these notifications for.
   
   
8. Idea Stage Change: An email notification received when an idea changes stage.
9. Thank You Email for Idea Submission: An email sent to the idea submitter thanking them for submitting the idea.
10. Role Change: Enabling this setting sends an email when a member's role changes, such as when their account is approved or assigned as an Administrator or Moderator in the community.
11. Idea Owner Assigned: A notification letting a community member know they have been assigned an idea.
12. When the Community Is Shared Using the Social Web Email Option: Enabling this setting sends an email whenever the community is shared via the Social Web option.
13. Import Report Emails: An email sent to the Administrator whenever an import is completed. Available only to Administrators.
14. Assessment Reminder Emails: A notification that a pending assessment exists, received by the member.
15. Flag Emails: A community member receives this email if their idea has been reported as duplicate or abuse.
16. Group Message Emails: Enabling this setting allows a member to receive an email when the "/email/group/{id}" API call is used, where the group ID determines which group members receive the email. See Exceptions below for how this notification is triggered.
17. Private Comment: Community Moderators and Administrators receive an email for private comments submitted.
18. Ideas Shared via Email: Enabling this setting allows a member to receive an email if an idea has been shared with them via email.
19. Campaign Performance Shared via Email: Enabling this setting allows a member to receive an email for campaign performance or a campaign digest shared by a moderator from an in-app notification.
20. Idea Inactivity Emails: A notification sent to an Idea Submitter and/or Idea Owner when their idea is inactive.
21. Mention Emails: Enabling this setting allows a member to receive an email if they are @mentioned in an idea, comment, or refinement answer within the community.
22. Workflow Executed Emails: Allows a member to receive an email when an automation workflow rule is executed and the member is set to be notified of it.
23. New Member Approval Emails: Enabling this setting sends a notification to Community Administrators and Moderators to approve new members. Available only to Community Administrators and Moderators.
24. Email Notifications for New Ideas: Enabling this setting sends an email notification to members when a new idea is posted in the community. See Exceptions below for how this setting affects Idea Approval Emails.
25. Broadcast Email: Enabling this setting allows a member to receive Broadcast emails sent from the community.
26. Innovation Assistant Emails: A notification that a new Innovation Assistant Tip is available, received by Administrators only.
27. Campaign Invitation Emails: Enabling this setting allows a member to receive campaign invitation emails whenever a new campaign invite is sent.
28. Idea Draft Reminder Emails: A notification to a community member that they have ideas in draft, not yet published or submitted.
29. When My Idea Is Top Trending: Enabling this setting allows a member to receive an email notification when their idea appears on the top trending list.
30. Idea Annotations Emails: An email notification sent to the idea submitter when a comment is annotated on the idea.
31. When I Am Assigned as a Team Member: An email notification sent to a member who is assigned as a team member on an idea.
32. Batch Processing Status Emails: An email notification received by the Workspace Administrator for batch processes such as bulk upload or data export.
33. Linked Ideas Email: An email notification received by a member when their idea is linked with another idea.
34. Receive an Email When Members Are Locked: Community Administrators receive a digest email when members are locked from the community due to inactivity or an incorrect password.

One-Click Unsubscribe

An automated email sent from IdeaScale can be unsubscribed from instantly using the Unsubscribe link found at the bottom of the email.

Selecting the Unsubscribe link directs the member to the specific settings page for that email type, where preferences can be verified or adjusted.

1. Workspace Level: Unsubscribing from a Workspace-level email displays only the Workspace Notification section, allowing workspace-specific notification preferences to be managed.
2. Community Level: Unsubscribing from a Community-level email displays only the Community Notification section, allowing community-specific notification preferences to be managed.

Exceptions

1. New Member Signup Email: Sent to the Workspace Owner only when New Member Approval is disabled at the workspace level. When New Member Approval is enabled, Workspace Administrators receive the New Member Approval Emails notification instead.
2. Account Unlock Email: Not sent if a member unlocks their own account using the link provided in the locked-account email. This notification is sent only when an Administrator performs the unlock.
3. Group Message Emails: Can only be triggered through use of the "/email/group/{id}" API call; it cannot be triggered through standard in-app actions.
4. Email Notifications for New Ideas: Must remain enabled in order for a member to receive New Ideas approval notifications under Idea Approval Emails.

Frequently Asked Questions

When a new member signs up, who receives a notification?

It depends on the workspace's New Member Approval setting. If New Member Approval is disabled, the Workspace Owner receives the New Member Signup email. If New Member Approval is enabled, every Workspace Administrator instead receives the New Member Approval Emails notification to approve the new member's request.

Will a member be notified if they unlock their own account?

No. The unlocked-account notification is sent only when an Administrator unlocks the account. Using the link in the locked-account email to self-unlock does not trigger this notification.

Does disabling Email Notifications for New Ideas affect other notifications?

Yes. Email Notifications for New Ideas must remain enabled in order for a member to also receive New Ideas approval notifications under Idea Approval Emails.

How can a member stop receiving a specific type of automated email?

By selecting the Unsubscribe link found at the bottom of the automated email. This directs the member to the Workspace Notification section if the email was workspace-level, or the Community Notification section if the email was community-level, so preferences can be verified or adjusted. The member can resubscribe at any time by logging back into the account.

Related Articles

• Help Article for Profile Settings
• Help Article for Community Notifications
• Help Article for Workspace Notification Emails