Email notifications

Email notifications let you receive automatic alerts when important business events occur — such as when a new invoice is created, a contact is added, or inventory reaches low stock levels. You can create custom rules that define which events trigger emails and who receives them.

Before you start

• You need the Manage notification rules permission (typically granted to administrators)
• Email sending must be configured for your tenant
• You have a valid email address on your user account
• You understand which business events you want to monitor (documents created/updated, low stock alerts, etc.)

Steps

1. Navigate to Settings → Notifications Open in Usystems

2. Click the Create Rule button to start a new notification rule

3. Enter a rule name (e.g., "Alert on new invoices") and optional description

4. Select the Model you want to monitor from the dropdown (e.g., Invoice, Bill, Purchase Order, Inventory Item)

5. Choose the Event that triggers the notification:

   • Create: when a new record is added
   • Update: when an existing record is modified
   • Delete: when a record is removed

6. (Optional) Set Conditions to narrow when the rule triggers. For example, "only alert when an invoice amount exceeds 100,000 AFN." Click Add Condition and choose:

   • The field to check
   • The comparison operator (equals, greater than, contains, etc.)
   • The value to compare against
   • You can add multiple conditions and choose "all" or "any" to control how they combine

7. Set the Importance level: Low, Normal, High, or Critical (affects how the notification is displayed)

8. Under Channels, check the Email checkbox to enable email delivery for this rule

9. Click Save

10. After saving, return to the rule and verify that Email is checked as an active channel

How email notifications work

When a rule triggers:

• The email is sent to your account's registered email address
• The email includes the rule name as the subject line and details about the event
• Delivery status is logged (sent, failed, or skipped if no email is configured)
• You can review delivery status in the notification history

Tips & common mistakes

• Email address required: If your user account has no email address, emails will be marked "skipped." Update your profile email in user settings first.
• Test the rule: Create a test record that matches your conditions to verify the rule works.
• Too many rules: Each triggered rule sends an email. Start with 1–2 rules for critical events, then add more as needed.
• Message template: If you want a custom message body instead of the default, enter a template in the Message Template field using placeholders like {model}, {event}, and {summary}.