Different emails your users can expect to receive
There are various email notifications that users of a community receive. The members themselves can control some of these notifications, while others are received by default and users have no control over them.
System or Admin-generated Email notifications
User-controlled Email notifications
System Or Admin-Generated Email Notifications
1. NEW MEMBER SIGNUP VERIFICATION EMAIL (When member approval is off): When a person registers in a workspace, they will receive an email verification. By clicking the Verify my email link, the member can enter the verification code and set a password to log into their new IdeaScale account.
2. MEMBERSHIP APPROVED VERIFICATION EMAIL (When member approval is On): When a person registers in a workspace where member approval is ON, they will receive an email verification. By clicking the Verify my email link, the member can enter the verification code and set a password to log into their new IdeaScale account.
3. WORKSPACE REGISTRATION WITH EXISTING EMAIL ADDRESS: When a person try registering to a workspace with an existing workspace membership, they will receive this email.
4. PASSWORD RESET WITHOUT REGISTRATION: When a person try to reset their password without having any membership/account with the workspace, they will receive this email.
5. MEMBERSHIP DEACTIVATED: When a banned member try to use Forgot password link, the following email is received.
6. COMMUNITY INVITATION EMAIL: If a person is already registered with the Workspace and is invited to join a community within the Workspace, they will receive an email to verify their email and join the community.
7. INVITED MEMBER: If the workspace member invites a non-workspace email address to join the workspace, they will receive this email.
8. TWO-FACTOR AUTHENTICATION EMAIL: When Two-Factor Authentication is enabled by the admin, members receive an email with a One-Time Password (OTP) for login verification after entering their email and password.
9. TWO-FACTOR AUTHENTICATION EMAIL (Admin-initiated): An admin can send a 2-factor authentication reset email to members experiencing issues. This can be done via Member Management >> Actions >> Send Two Factor Auth Reset.
10. PASSWORD RECOVERY EMAIL (Forgot Password): If a member clicks the Forgot Password link on the Login page, they receive a Password Recovery email containing a link to reset their password. Clicking the link opens a password reset window.
11. PASSWORD RECOVERY EMAIL (Admin-initiated): An admin can send a password recovery email to members having trouble with the Forgot Password link, through Member Management >> Actions >> Send Password Reset.
12. ACCOUNT LOCKED FOR INACTIVITY: If an admin has sent limit for the days a member can be inactive and it is reached, the member will be locked and receive an email to verify and activate account again.
13. ACCOUNT LOCKED FOR WRONG PASSWORD: If a member enters the wrong login credentials multiple times, the account gets locked temporarily and the following email is received.
14. EMAIL CLAIM VERIFICATION EMAIL - When community members add another existing email address in their profile, the email address being claimed receives Email claim verification code to complete the claim process.
15. CONCURRENT LOGIN: When a concurrent (logged in at same time at multiple browsers & locations) login limit set by the admin is exceeded by the members, following email is received.
16. EMAIL AUTHOR - The community administrator and moderator can send an email to the idea submitter using the Email Author feature.
17. STAGE TASK REMINDER - If a member is added as a participant in a stage (except Ideate, Build Team, or Archive stage), they will receive an email reminder for pending tasks. This reminder is initiated by the moderator from Idea Management >> Moderate Idea (Hammer icon) >> Stage Task Reminder.
18. CONTACT AUTHOR/OWNER: The moderator can contact the idea authors or idea owners for any communication from Idea Management >> Moderate Idea (Hammer icon) >> Contact author/ Contact owner.
19. SELF-REMOVAL: An email confirmation will be sent to users when they leave a Workspace, effectively deleting themselves.
User-Controlled Email Notifications
User-controlled emails are those that the member can enable or disable from Profile >> Settings >> Notification Settings. Help article on Notification Settings
1. ROLE CHANGE EMAIL: Members can enable this feature to receive notifications when they are updated or given special authorities in the workspace or community, such as being assigned as a Workspace administrator, Community/Campaign/Campaign group admin, Community/Campaign/Customfield/Group moderator, or custom admin.
Notification setting name: Role Change
2. QUICK REMINDER (Account lock advance ): If the Workspace administrator has configured a specific number of days for advance notifications for account lock, members will receive an email reminder about the upcoming account lock due to inactivity. Notification setting name: Receive an email 'X' day in advance before getting locked
3. ACCOUNT UNLOCKED: When the member is unlocked by the admin, they will receive another email informing about the unlocked status. Note: Members will not receive this email if they click on the Verify link within email to unlock themselves.
Notification setting name: Receive an email when your account is unlocked
4. NEW MESSAGE - Members can receive notifications for messages from their workspace or community members (from the same Workspace).
Notification setting name: Private message emails
5. NEW IDEAS : An email is sent for new ideas submitted in the campaigns user is following in Daily digest, Weekly digest or Real time basis. This email can be disabled as well. Notification setting name: New ideas
6. THIS WEEK'S TOP IDEAS: This email is an overview of all the current trending ideas in the community which can be set for Weekly or Monthly digest. The monthly trending digest will be sent on 1st day of each month. It can be disabled as well.
Notification setting name: Trending ideas
7. COMMUNITY TASKS: An email reminder that there are outstanding tasks in a community member's name. This email is received by a member to whom the tasks are assigned. The email can be set for a Daily, weekly or monthly digest format. It can be disabled as well. Notification setting name: Community Tasks Digest Frequency
8. MODERATOR'S WEEKLY/MONTHLY DIGEST: An email that reviews the performance of campaigns. Sent to the community moderators only in Weekly or Monthly digest format. It can be disabled as well. (Available only to moderators)
Notification setting name: Moderator Notification Digest Frequency
9. NEW COMMENT: Enabling this will allow member to receive an email for every new comment posted on their idea.
Notification setting name: New comment email
Note: The email notification for new ideas depends on the user profile and community-wise notification settings
10. STAGE CHANGED: Email notification is received when an idea changes stage.
Notification setting name: Idea stage change
11. THANKS FOR SUBMITTING AN IDEA: An email will be sent to the idea submitter thanking for submitting idea.
Notification setting name: Thank you email for Idea submission
12. OWNER ASSIGNED: Notification letting community members know they have been assigned an idea.
Notification setting name: Idea owner assigned
13. ASSESSMENT WAITING: Notification that there is pending assessment, will be received by the unassessed member when initiated by the admin from Stage setting.
Notification setting name: Assessment Reminder emails
14. MARK ABUSED: The member of the community will receive flag emails if their idea has been reported as a duplicate or abuse.
Notification setting name: Flag emails
15. GROUP MESSAGE: Enabling this will allow member to receive an email when API call "/email/group/{id}" is used. (group id will determine which group members will receive the email) This is possible only when used via API. The email subject would be custom.
Notification setting name: Group message email
16. IDEA SHARE: Enabling this will allow member to receive an email if any ideas have been shared with them via email.
Notification setting name: Ideas shared via email
17. CAMPAIGN PERFORMANCE: Enabling this will allow member to receive an email for campaign performance/campaign digest shared by moderator from in-app notification.
Notification setting name: Campaign performance shared via email
18. IDEA INACTIVITY ALERT: A notification sent to an Idea Submitter(s) and/or Idea Owner(s) when their idea is 'inactive'
Notification setting name: Idea inactivity emails
19. MENTION EMAIL: Enabling this will allow member to receive an email if anyone @mentions them in an idea, comment or refinement answer in the community.
Notification setting name: Mention emails
20. WORKFLOW EXECUTED: Allows receiving email when an automation workflow rule is executed and the member is set to be notified for it.
Notification setting name: Workflow executed emails
21. Email notifications for new Ideas: Enabling this switch will send an email notification to members when a new idea is posted in the community. This switch also needs to be turned ON to receive new Ideas approval notifications.
Notification setting name: Email notifications for new Ideas
22. BROADCAST: Enabling this switch will allow member to receive Broadcast emails sent from the community.
Notification setting name: Broadcast email
23. INNOVATION ASSISTANT: Notification that there is an Innovation Assistant Tip.
Notification setting name: Innovation assistant emails
24. CAMPAIGN INVITATION: Enabling this switch will allow members to receive campaign invitation emails whenever a new campaign invite is sent. The subject can be customised.
Notification setting name: Campaign invitation email
25. DRAFT IDEAS: Notification to a community member that they have ideas in draft/not published/submitted.
Notification setting name: Idea draft reminder emails
26. TOP 10 TRENDING: Enabling this will allow member to receive an email notification when their idea is on the top trending list.
Notification setting name: When my idea is top trending
27. IDEA ANNOTATED: An email notification is sent to the idea submitter when a comment is annotated on the idea.
Notification setting name: Idea annotations emails
28. When I am assigned as a team member: An email notification is sent to members who are being assigned as team members in an idea.
Notification setting name: When I am assigned as a team member
29. LINKED IDEAS: Email notification received by the member when their idea is linked with another idea.
Notification setting name: Linked ideas email
30. TRACKED TAG: Member following a tag will receive a daily digest with the newly assigned ideas with that tag.
Notification setting name: Depends on 'Follow tag' (Help article on Follow tag)
