Notifications in FieldEx help keep your team informed by alerting them to new tasks, job updates, changes in asset status, or required approvals. These notifications can be delivered via in-app alerts, emails, or both ensuring users don’t miss critical updates.
This article explains:
Where to set up notification rules
The difference between Email and In-App notifications
How to define message content and recipient rules
Where to Configure Notifications
Path: Setup > Workflow > Notifications
The Notifications area contains two tabs:
Email – Configure message templates and delivery rules for email alerts
In-App – Set up alerts that appear directly inside the FieldEx interface
Setting Up Email Notifications
Path: Setup > Workflow > Notifications > Email Tab > New
Step 1: Fill in Email Notification Details
Name: Title of the notification (e.g., “Job Assigned – Technician”)
Module: Select the module that triggers the alert (e.g., Job Order, Task, Asset)
Description: Internal description of the purpose of this alert
Step 2: Choose an Email Template
Select a predefined email template from your system to define the layout and message content. If needed, you can create a new template via Create an Email Template.
Step 3: Define Email Recipients
Choose one or more recipient types:
User: Select specific system users
Group: Select an access group (e.g., Technicians)
User Field: Auto-detect user from a field (e.g., Assigned Technician)
Email Field: Pull from the job or contact form field (e.g., Job Contact Email)
Manual Emails: Add specific external email addresses
Setting Up In-App Notifications
Path: Setup > Workflow > Notifications > In-App Tab > New
Step 1: Write Your In-App Message
Name: Internal title for the alert (e.g., “New Task Assigned”)
Module: The module where this notification applies (e.g., Tasks)
Description: Purpose of the notification
In the message box, use field placeholders inside {{ }} to pull real values. Example:
Task "{{Task Name}}" has been assigned to you and is scheduled for {{Start Date}}. |
Step 2: Set the Navigation Link
Choose where the notification will redirect the user:
e.g., View Job Order, View Task, View Checklist
Step 3: Define Recipients
Choose who will receive the notification:
User: Select specific system users
Group: Select an access group
User Field: Based on field (e.g., Assigned To, Created By)
Tip: Use in-app notifications for urgent assignments (e.g., task reassigned) and email notifications for confirmation-type messages or formal workflows. |
Standard System Notifications
Path: Setup > Configurations > Notifications
In addition to custom workflows, FieldEx provides prebuilt system-level notifications that apply to key business modules. These alerts can be toggled on or off and configured for In-App, Email, and (upcoming) WhatsApp delivery.
Inventory Notifications
Bin Under Stock Point Reached – Notifies store manager when a bin drops below the understock threshold
Bin Reorder Point Reached – Alerts when a bin hits its reorder level
Bin Transfer Request – Sent to the assigned approver when a transfer is initiated
Job Order Notifications
Job Order Assignment – Sent to users when assigned as order owner
Job Order Completion – Sent to the order owner’s manager when a job status changes to ‘Completed’
Survey Response Received – Notifies the job owner when a customer submits feedback
Preventive Maintenance Notifications
Maintenance Complete – Notifies the asset custodian once a maintenance job is completed
Task Notifications
Task Assignment – Sent to a user when they’re assigned to a task
Task Location Updated – Sent when the location of an assigned task changes
User Accepted a Task – Sent to the assignor when a task is accepted
Normal User Rejected a Task – Alerts the assignor when a task is declined by a non-owner
Task has been Rejected by Owner – Notifies the assignor if the task owner declines it
Main Task has been Completed – Sent to the assignor when the main task is completed
Individual Task has been Completed – Sent when a single assigned task is completed
Assignor has Deleted a Task – Sent to the assignee when a task is deleted
User has Added a Note to a Task – Alerts the assignor when a comment is added
User Notifications
User has Changed their Working Hours – Notifies their manager of schedule changes
You have been Added to a Team – Sent to users when added to a new team
User has Applied for Leave – Alerts the supervisor of a new leave request
Your Leave has been Accepted – Notifies users of approved leave
Your Leave has been Rejected – Notifies users if a leave request is denied
Note: Some delivery methods, such as WhatsApp, are marked as “Coming Soon.” Email and in-app delivery are currently supported. |
These built-in notifications require no setup and offer quick, high-visibility alerts to help teams act faster.
Best Practices
Use user fields to automate who receives alerts based on assignment
Keep in-app messages short and action-oriented
Test alerts using a test user account before applying to live jobs