Creating notification rules (create, update, delete, low stock)

Creating Notification Rules

Notification rules let you automatically send alerts to team members when certain actions happen in your system. You can create rules that trigger on document creation, updates, deletions, or when inventory stock levels drop below a minimum.

Before you start

• You need admin permission to create and manage notification rules.
• Know which event type you want to monitor (create, update, delete, or low stock).
• Decide which team members should receive the alert.
• For low-stock alerts, know the minimum quantity threshold.

Steps

1. Open the Rules page

Go to Settings → Notifications or navigate directly to your rules list.

Open in Usystems

2. Click the "New Rule" or "Create Rule" button

A form will open for you to define the rule.

3. Give your rule a name

Enter a clear, descriptive name so you and your team know what the rule monitors (for example, "Alert on low stock for medicines" or "Notify when invoices are created").

4. Choose the event type

Select one of these triggers:

• Create — sends an alert every time a new record is created.
• Update — sends an alert when an existing record is changed.
• Delete — sends an alert when a record is deleted.
• Low stock — sends an alert when an inventory item's quantity falls below your set threshold.

5. For low-stock rules: set the minimum quantity

If you chose Low stock, enter the threshold quantity. For example, if you set it to 10, you will be alerted whenever an item's stock reaches 10 or below.

6. Choose which records the rule applies to

On the same form or in the next section, select whether the rule applies to:

• A specific record type (e.g., invoices, bills, products)
• Specific items or products (optional — leave empty to monitor all)

See the separate guide on choosing which records send notifications for more detail.

7. Select the recipients

Choose one or more team members who should receive the notification. You can select:

• Individual users
• User groups (if your system supports group notifications)

8. Save the rule

Click Save or Create Rule to activate the rule. You will see a confirmation message.

Managing your rules

Edit a rule

Find the rule in the notifications list, click Edit or the pencil icon, make your changes, and Save.

Delete a rule

Find the rule in the list, click Delete or the trash icon, and confirm. No more notifications will be sent for that rule.

Disable a rule temporarily

Some systems allow you to toggle a rule on/off. Look for a switch or checkbox on the rule.

Tips & common mistakes

• Too many rules = too many alerts. Start with one or two rules for critical events, then add more as needed. Too many notifications can lead to alert fatigue.
• Check that recipients are active users. If a user is removed from the system, they will no longer receive notifications from that rule.
• Test your rule by triggering the event (e.g., create a test invoice to verify the notification rule for "create" events).
• Name your rules clearly — a six-month-old rule called "Alert" is hard to remember. Use names like "Low medicine stock" or "Invoice deletions."