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Process InstancesEmail Notifications

Email Notifications

NextStep sends email notifications to keep everyone informed about process activity.

Types of Email Notifications

Task Assignments

When a task is assigned to someone, they receive an email letting them know they have a new task to complete. The email includes a direct link to the task.

Comments and @Mentions

When someone is @mentioned in a comment, they receive an email with the comment content and a link to view it in context.

Approval Requests

When an approval task needs your attention, you’ll receive an email asking you to review and approve or reject the task.

Process Completion

When a process instance is fully completed, the process creator receives an email notification. This can be enabled or disabled in the process settings.

Dependency Unblocked

When a task has dependencies and all of them are completed, the task’s assignee receives an email letting them know the task is now ready. The email lists which dependencies were completed and includes a direct link to the task.

Due Date Reminders

When a task reaches its due date, the assignee receives a notification. If a task remains overdue and incomplete, daily reminder emails are sent to the assignee until the task is completed.

Process Invitations

When you share a process via email, the recipient receives an invitation email with a link to start the process.

Scheduling Alerts

When a scheduled process fails to run or encounters an issue, the process owner is notified.

All notification emails include your team’s branding (logo and colours) if configured. If your team has a custom subdomain, links in emails will use your branded URL.

Managing Notifications

If you’re not receiving emails, check your spam folder — see Emails Going to Spam for help.

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