Workflow Notifications in FieldEx let you alert users about important actions like assignments, approvals, and status changes at the right time and to the right people. Notifications can appear in the app or be sent by email. You create the notification first (what to send and to whom), then configure a Workflow to trigger it based on conditions in any module.
What Are Workflow Notifications?
Workflow Notifications are automated alerts connected to workflow rules. A notification defines the message and recipients. A workflow defines when to send it (e.g., “when a Job Order is marked Completed”).
Component | Purpose | Examples |
Notification | Defines message content and recipients (in‑app or email) | “Transfer Pending” in‑app alert, “Job Assigned” email |
Workflow | Defines the trigger conditions and when to send | On Create, First Change, Every Update + conditions |
Tip: Keep the notification focused on a single action (e.g., “Approve now”). Use field placeholders to include context like record number, status, due date, and assigned user. |
Notification Types
You can send notifications in two formats:
In‑App Notifications: Custom messages shown to FieldEx users in the web or mobile app. Supports deep links to the relevant record.
Email Notifications: Custom email templates with field values. Can be sent to FieldEx users, external emails, or emails pulled from record fields.
Create a New Email Notification
1) New Email Notification
Path: Setup > Notifications > Email > Create New
Field | Description | Notes |
Name | Internal label for this notification | E.g., Job Assigned (Email) |
Module | Which module this notification belongs to | Jobs, Tickets, Inventory, etc. |
Description | Purpose/context of the email notification | Shown in admin lists |
1. Email to be sent — Choose the email template to use for this notification.
Create an Email Template if none exists
2. Who will receive the email — Choose recipients via any combination:
User: Select specific system users
Group: Select a user group (e.g., Planners)
User Field: Pull the user from a field (e.g., Assigned To)
Emails: Enter one or more explicit email addresses
Email Field: Pull an email from a record field (e.g., Job Contact Email)
Tip: Prefer User Field or Group targeting so your configuration scales as teams change. Use explicit emails only for external stakeholders who are not FieldEx users. |
2) Create an Email Template (if none exists)
Path: Setup > Templates > Email > New Email Template.
Template Details
Template Name – Give your template a clear, descriptive name.
Module – Select the relevant module this template will be used for.
Description – Short summary (max 100 characters).
Subject – Enter the subject line for the email. Required field.
Email Content
You can include text, dynamic fields from FieldEx, a button, or a table.
Fields to include in email – Search and select fields such as
userFirstName,Date & Time,Site,Service Zone,Resolution,Customer, etc.Button – Add a clickable call-to-action.
Table – Include data tables with configurable columns.
Add Header/Footer Images – Optional branding.
Write your email – Enter the main body text, formatting as needed.
When finished, click Save.
Create a New In‑App Notification
Path: Setup > Notifications > In‑App > Create New
1. Message to be sent
Write your message and insert fields (placeholders). Copy the previewed text into the message box on the left.
Set Navigate To (the record or page the alert should open).
Note: Text inside curly braces ( |
2. Who will receive the app notification
User: Select specific system users
Group: Select a user group
User Field: Pull the user from a field (e.g., Assigned To)
Create a Workflow to Trigger Notifications
Path: Setup > Workflows > Create New
1) Workflow Details
Name: Internal name (e.g., Job Completed – Notify Planner)
Module: The module where this workflow runs
Description: Brief purpose
Status: Enable/Disable
2) When should the workflow start?
When a record is created: Triggers on new record creation when conditions are met
When a record is changed for the first time: Triggers on the first qualifying change
Every time record is updated: Triggers on every qualifying update
3) Specify the conditions to be met
Set rules and combine conditions using AND/OR (e.g., Status = Completed AND Type = Installation). You can add up to 16 rules and group them as needed.
Controls: Select Attribute • No. of rules shown (Add Rule) (Add Group)
4) Add Actions: Send Notifications
Choose the previously created Email or In‑App notification to send when the conditions are met. A single workflow can send multiple notifications (e.g., one in‑app to the assignee, one email to the customer contact).
Best Practice: Keep workflows modular—one purpose per workflow (e.g., “Assignment Alerts” vs. “Completion Alerts”). This makes testing and future changes easier. |
Examples
Job Assignment (In‑App): When a Job Order is assigned, send an in‑app alert to Assigned To with a deep link to the job.
Job Completion (Email): When Status = Completed, email the Planner Group with job number, site, and completion time.
Inventory Transfer (In‑App + Email): On Transfer Pending, notify the destination bin’s Managing Group in‑app and email warehouse leads.
Ticket Escalation (Email): When Priority changes to Critical, email the Escalations group with the ticket link.
Key Field Summary
Area | Field | Purpose | Notes |
Notification (Email) | Template | Email body and subject with placeholders | Create/update under Templates |
Notification (Email) | Recipients | User, Group, User Field, Emails, Email Field | Combine for internal + external recipients |
Notification (In‑App) | Message | In‑app text with | Supports Navigate To deep link |
Workflow | Start Event | On Create / First Change / Every Update | Choose the least noisy option |
Workflow | Conditions | Rules + Groups (AND/OR) | Up to 16 rules, nest with groups |
Workflow | Actions | Send Email / Send In‑App | Select the notification(s) to fire |
Why this matters: Centralizing notification content and routing in Notifications + Workflows ensures consistent messaging, reduces manual follow‑ups, and provides clear accountability for time‑sensitive actions. |