With the multitude of different topics that land on your desk every day, it can happen that you lose track of everything: A deadline gets forgotten, a data delivery by a colleague remains unprocessed or an important change is overlooked. The notification function of SeaTable does not prevent you from overlooking something, but you will be reminded of it before you do.
How to keep track of your tasks with SeaTable's notification feature and how to use it is the topic of this post.
SeaTable's notification feature allows you to automatically monitor tables, table views or just individual columns. Once set up, it ensures that a defined user group is informed via notification when a defined event occurs. With a clever, forward-looking configuration of the notifications, the manual monitoring of a table is no longer necessary.
A notification can be sent to one or more people. You can also set up a notification that informs one or more other users, but not yourself. However, the prerequisite is that the notified users have at least read access to the monitored table.
A notification is an indication within SeaTable. Users are notified of the presence of a notification via the bell icon. A notification will not be sent to the user by email, unless this is specified in the personal settings.
You define which object is monitored, what the trigger binding for a notification is, which person or persons are informed and what the content of the notification contains in a notification rule. The monitored object can be a table or a view. You can use the detailed definition of the trigger condition to focus the monitoring even more precisely on individual columns.
Create notification rule
The notification rules are created and managed via the notification management. You can access this by clicking on the three-dot icon at the top right of the table view. If no notification rules have been created in a base yet, the notification management presents itself as an empty list. Use the Add rule button at the bottom of the notification management to create a new rule.
The rules editor consists of three blocks:
- Basic settings
- Trigger condition
In the basic settings, you define the table to be monitored or the relevant view and specify the name of the notification rule. Use short, concise names to keep track of numerous notification rules.
In the Trigger Conditions block, you specify the event that SeaTable should look for and that, when it occurs, will trigger a notification. SeaTable knows three trigger conditions:
- A date in a date column is approaching
- A change is executed
- A change that leads to a certain result is made
For the trigger conditions regarding date and change result, you have further options for specifying the trigger condition.
In the Actions block, you select the users to whom SeaTable sends a notification on the one hand, and the content of the sent notification on the other hand. You can define the notified users statically by specifying the relevant users in the Users field. You can dynamically define the users to be notified by using the second field: If you have one or more employee columns in the monitored table, you can specify them here. All users mentioned in this column will also receive a notification. You can combine these two fields. However, a user always receives only one notification, even if he or she is statically noted as a recipient and is dynamically notified using the employee column. In the Message Text field, you can enter an individual text that is contained in the notification sent. The field can only contain text and does not support HTML.
Once you have defined a rule, simply click outside the rule editor and you will return to the notification management.
You can create any number of rules in a Base.
Manage notification rules
You can create additional rules and modify or delete existing rules at any time. All these actions are performed via the notification management. You open the notification management by clicking on the three-dot icon in the top right corner of the table view.
You can change an existing rule by clicking on the pencil icon to the right of the notification name. The editor for the notification rule will then open again and you can edit the notification.
Deleting a notification rule is just as easy: Clicking on the trash can icon deletes a notification rule. Caution: There is no security prompt.