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How to Set Notification Preferences

Customize your notification settings to receive only the alerts that matter to you, through Email and Mobile channels.

Quick Summary

Click your profile icon → Notification Preferences. Toggle Email and Mobile switches for each notification type. Changes save automatically.

Before You Begin​

Note
  • Each user manages their own notification preferences
  • Changes save automatically as you toggle settings
  • Mobile notifications require the Infodeck mobile app

Accessing Notification Settings​

  1. Click your profile icon in the top right corner
  2. Select Notification Preferences
  3. The notification settings page opens

Notification Categories​

Work Orders​

Work order notifications are organized by your relationship to the work order:

Created by Me​

Notifications for work orders you created:

NotificationDescription
Comments on my work ordersChoose: All comments, Only @mentions, or Nothing
Status changesWhen work order status is updated
Becomes overdueWhen work order passes its due date
Important updatesPriority changes, SLA warnings, deadline changes
All updatesDates, location, duration, team changes, etc.

Assigned to Me​

Notifications for work orders assigned to you (directly or via team):

NotificationDescription
New work order assignedWhen a work order is assigned to you or your team
CommentsChoose: All comments, Only @mentions, or Nothing
Important updatesPriority changes, SLA warnings, deadline changes
All updatesDates, location, duration, team changes, etc.
tip

"Assigned to me" includes work orders assigned to your teams, not just direct assignments.

Requests​

Stay informed about work request lifecycle:

NotificationDescription
New requests pending reviewFor admins/managers who can approve requests
Request status changedWhen your request is accepted or rejected
Request converted to work orderWhen your request becomes an actionable work order

Forms​

Get notified about forms you've created:

NotificationDescription
New form response submittedWhen someone submits a response to your form
Response requires reviewIncluding urgent ratings that need attention

Smart Workflow​

NotificationDescription
New smart workflow triggeredWhen automated workflows are triggered in the system

Notification Channels​

Each notification type has two channel toggles:

ChannelDescription
EmailReceive notification via email
MobilePush notification to iOS & Android app

Toggle each channel on or off independently for every notification type.

Comment Notification Options​

For comment notifications, you have three options in a dropdown:

OptionDescription
All comments and activitiesGet notified about every comment
Only direct mentions (@)Only when someone @mentions you
NothingNo comment notifications

Real-World Examples​

Example 1: Field Technician Setup​

Situation: A field technician needs mobile alerts for new assignments but doesn't want constant emails.

Solution:

  1. Open notification preferences
  2. Under Assigned to me:
    • New work order assigned: Email ☐, Mobile ✅
    • Comments: Select "Only direct mentions (@)"
    • Important updates: Email ☐, Mobile ✅
    • All updates: Email ☐, Mobile ☐
  3. Changes save automatically

Result: Technician gets mobile push notifications only for new assignments, important updates, and when directly mentioned.

Example 2: Facilities Manager Oversight​

Situation: A manager wants email records of all work order activity for the team.

Solution:

  1. Open notification preferences
  2. Under Created by me:
    • Comments: Select "All comments and activities"
    • Status changes: Email ✅, Mobile ☐
    • Important updates: Email ✅, Mobile ✅
    • All updates: Email ✅, Mobile ☐
  3. Changes save automatically

Result: Manager receives email documentation of all changes, with mobile alerts only for important updates.

Example 3: Reduce Notification Fatigue​

Situation: A user is overwhelmed by notifications and wants only critical alerts.

Solution:

  1. Open notification preferences
  2. For all sections:
    • Comments: Select "Only direct mentions (@)"
    • Turn off All updates for both channels
    • Keep only Important updates enabled
  3. Under Assigned to me:
    • Keep New work order assigned: Mobile ✅
  4. Changes save automatically

Result: User only receives notifications for new assignments, important updates, and direct mentions.

Example 4: Request Approver Setup​

Situation: A supervisor needs to quickly approve incoming maintenance requests.

Solution:

  1. Open notification preferences
  2. Under Requests:
    • New requests pending review: Email ✅, Mobile ✅
    • Request status changed: Email ☐, Mobile ☐
    • Request converted to work order: Email ✅, Mobile ☐
  3. Changes save automatically

Result: Supervisor gets immediate alerts for requests needing approval, with email records when requests become work orders.

Troubleshooting​

Not Receiving Email Notifications​

IssueSolution
No emails arrivingCheck spam/junk folder for emails from Infodeck
Wrong email addressUpdate email in your profile settings
Category disabledEnable Email toggle for that notification type

Not Receiving Mobile Notifications​

IssueSolution
No push notificationsEnable notifications in your phone's Settings → Infodeck
App not installedDownload Infodeck from App Store or Google Play
Category disabledEnable Mobile toggle for that notification type
Logged outLog back into the Infodeck mobile app

Changes Not Saving​

IssueSolution
Spinning "Saving..."Check your internet connection
Error messageRefresh the page and try again

Best Practices​

By Role​

RoleRecommended Settings
TechnicianMobile for assignments; @mentions only for comments
SupervisorEmail for all updates; Mobile for important only
Request ApproverBoth channels for new requests pending review
ManagerEmail for audit trail; Mobile for critical items

Reducing Alert Volume​

TipHow
Focus on @mentionsSet comments to "Only direct mentions (@)"
Skip routine updatesDisable "All updates" and keep "Important updates"
Use one channelChoose Email OR Mobile, not both for same item

Need help? Contact Infodeck Support

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