Alerts & Notifications
The Alerts and Notifications system keeps users informed about actions that require their attention. Administrators can configure which notifications each user receives, define alert triggers, and set up email delivery to ensure important events are not missed.
Notification Configuration Per User
Each user's notification preferences are configured individually through the User Management interface.
- Navigate to Setup > Users.
- Find the target user and click the Edit icon.
- Click the Notifications button on the Edit User page.
- In the notification settings popup, enable or disable specific notification types.
- Click Save to apply the notification preferences.
Notification Categories
| Category | Notification Types | Delivery |
|---|---|---|
| Approval Notifications | New approval requests, approval status changes (approved/rejected), multi-level sequence progression | In-app + Email |
| Document Notifications | Document creation, status changes, comments added, attachments uploaded | In-app + Email |
| Procurement Alerts | PO status updates, MRN receipt confirmations, RFQ responses received, vendor offer deadlines | In-app + Email |
| Inventory Alerts | Low stock warnings, stock transfer confirmations, material issue confirmations | In-app + Email |
| HR Notifications | Leave request status, payroll processed, attendance exceptions, settlement updates | In-app + Email |
| Finance Alerts | Payment due reminders, voucher posting confirmations, receivable overdue alerts | In-app + Email |
| Project Alerts | Budget threshold warnings, schedule milestones, measurement submissions | In-app + Email |
Alert Types and Triggers
Alerts are generated automatically when specific system events occur. The following table lists the common alert triggers:
Threshold-Based Alerts
| Alert | Trigger | Recipients |
|---|---|---|
| Budget Overrun | Project expenditure exceeds a configured percentage of the approved budget (e.g., 80%, 90%, 100%). | Project Manager, Finance Manager |
| Low Stock | Material quantity falls below the configured minimum stock level. | Store Keeper, Procurement Manager |
| Receivable Overdue | Customer invoice remains unpaid past the due date by a configured number of days. | Finance Manager, Billing Manager |
| Contract Expiry | A work order or billing contract approaches its expiry date within a configured lead time. | Project Manager, relevant approvers |
Event-Based Alerts
| Alert | Trigger | Recipients |
|---|---|---|
| Approval Required | A document is submitted for approval and routed to the user's approval queue. | Designated approver(s) |
| Document Rejected | A submitted document is rejected by an approver. | Document creator |
| Material Received | An MRN is processed for a purchase order created by the user. | PO creator, requisitioner |
| Payment Processed | A vendor payment or salary disbursement is completed. | Relevant finance user |
Email Notification Setup
In addition to in-app notifications (visible on the Home screen), JobNext can send email notifications to ensure users are informed even when they are not logged in.
Configuring Email Delivery
- Navigate to Setup > System Settings > Email Configuration.
- Configure the SMTP settings for outbound email:
- SMTP Server — The email server address
- Port — The SMTP port (typically 587 for TLS)
- Sender Email — The "from" address for notification emails
- Authentication — Credentials for the SMTP server
- Send a test email to verify the configuration is working correctly.
- Click Save to apply the settings.
Email notifications are sent to the email address registered in the user's profile. Ensure that user email addresses are correct and up to date. Emails may be delayed by email server processing times and are not guaranteed to be instantaneous.
Email Content
Notification emails include:
- A clear subject line identifying the notification type and document reference
- A summary of the event (e.g., "PO-2026-0451 requires your approval")
- Key details such as document value, requester name, and date
- A link to the relevant page in JobNext for immediate action
In-App Notifications
In-app notifications appear on the JobNext Home screen under the notifications area. Users can:
- View all unread notifications in chronological order
- Click a notification to navigate directly to the related document or screen
- Mark notifications as read individually or in bulk
- View notification history to review past alerts
Best Practices
- Avoid notification overload — Configure notifications selectively. Users who receive too many notifications tend to ignore them. Enable only the notifications relevant to each user's role.
- Enable email for approvals — Approval requests should always send email notifications so that approvers are alerted even when not logged in. This prevents approval bottlenecks.
- Set threshold alerts early — Configure budget and stock threshold alerts at levels that give you time to act (e.g., 80% budget consumption rather than 100%).
- Review notification settings during role changes — When a user's role changes, review and update their notification preferences to match their new responsibilities.
- Test email configuration — After setting up SMTP, send test emails to confirm delivery. Check spam filters and whitelisting if emails are not arriving.
For users who are sole approvers at a given sequence level, ensure their email notifications are enabled and their email address is correct. If a sole approver misses a notification, the entire approval pipeline for that document type will be blocked.