Choosing which records send notifications
Narrow down your rule to apply to specific document types, items, or inventory locations.
Choosing Which Records Send Notifications
When you create a notification rule, you can choose whether it applies to all records of a type, or only to specific documents, products, or inventory locations. This prevents alert overload by letting you focus on what matters most.
How to Scope Your Rule
Step 1: Create or edit a rule
Go to Settings → Notifications and either create a new rule or open an existing one to edit.
Step 2: Find the "Applies to" or "Record type" section
After you've chosen the event type (Create, Update, Delete, or Low stock), look for a field or section that lets you specify which records the rule watches.
Step 3: Choose your scope
You will typically see one or more of these options:
Option A: All records of a type
- Select a broad category: "All invoices," "All bills," "All products."
- The rule will trigger for every record of that type.
- Use this for broad monitoring (e.g., "Notify me whenever any invoice is created").
Option B: Specific document types
- Instead of "all invoices," you might limit to: invoices only, or bills only, or purchase orders only.
- Choose the type from a dropdown or checklist.
Option C: Specific items or products
- For inventory and low-stock rules, you can limit to:
- A single product or medicine
- A product category (e.g., "all antibiotics")
- A warehouse or storage location
- Leave this blank if you want to monitor all products.
Option D: Filters by status
- Some rules let you filter by document status. For example, "alert on create for invoices with status = draft" or "alert on update for unpaid invoices."
Step 4: Save your rule
Once you've set the scope, click Save to confirm.
Common Use Cases
| Goal | Record Type | Scope |
|---|---|---|
| Alert on all new invoices | Invoice | Create, all invoices |
| Alert only when medicine stock is low | Product (Medicine) | Low stock, specific product (the medicine) |
| Alert on deletion of high-value purchases | Purchase order | Delete, all purchase orders |
| Alert on invoice updates | Invoice | Update, unpaid invoices only |
| Alert when warehouse inventory drops | Product (Inventory) | Low stock, specific warehouse/location |
Tips & common mistakes
- Be specific to reduce noise. If you monitor "all products," you may get swamped. Consider limiting to your top-moving or most critical items.
- Test your scope. Create a test record matching your rule's criteria to verify the notification fires. For example, if your rule is "alert on invoice create for invoices over 10,000 AFN," create a test invoice for 11,000 AFN.
- Review periodically. Business changes; the products you cared about six months ago may not be your priority now. Update your rules accordingly.
- Use multiple rules instead of broad rules. Rather than one rule for "all products," create separate rules for "medicines," "supplies," and "equipment," each with a different threshold or recipient.
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