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CRM Lead Notifications

This document describes how and when notifications are sent in the CRM application.

General Requirements

For any lead notification to be sent, the following conditions must be met:

  1. Global Configuration: The setting sendnotification must be enabled in the CRM configuration.
  2. User Preference: The user's preference "Send notification emails for your own actions" must NOT be set to "Nobody".
  3. Lead "mute" Field: If the field is true, creating or updating the lead will not trigger a notification (Can be set in the UI edit dialog via the trigger button).

When are Notifications Sent?

Notifications are triggered when a lead is:

  • Created
  • Changed
  • Deleted

Who Receives Notifications?

The list of recipients is determined by several factors:

1. Based on Lead Relations

If enabled in the CRM configuration, contacts linked to the lead with the following roles will receive notifications:

  • Responsible: If sendnotificationtoresponsible is enabled (Default: Yes).
  • Customer: If sendnotificationtocustomer is enabled (Default: Yes).
  • Partner: If sendnotificationtopartner is enabled (Default: Yes).

2. Fallback: Container Access

If no recipients are found through the relations mentioned above, the system can fall back to container permissions:

  • If sendnotificationtoallaccess is enabled (Default: Yes), all users with read access to the folder (container) where the lead is located will receive the notification.

NOTE: only single users defined in the container permissions will receive the notification (no groups and/or roles).

3. The Updater

  • The person who performed the action (created, changed, or deleted the lead) is generally included as a recipient.
  • Exception: If the updater has set their personal preference "Send notification emails for your own actions" to "All without me", they will be excluded from the recipient list for their own actions.

Notification Content

Lead notifications include:

  • A summary of the action performed (Created/Changed/Deleted).
  • Details of the lead (Name, State, Role, Source, Start/End dates, Turnover, Probability, etc.).
  • For updates: A list of changed fields showing the old and new values.
  • A PDF export of the lead attached to the email.