{"id":5643,"date":"2024-07-04T08:00:19","date_gmt":"2024-07-04T08:00:19","guid":{"rendered":"https:\/\/www.process.st\/help\/docs\/email-notifications\/"},"modified":"2026-04-06T12:59:09","modified_gmt":"2026-04-06T12:59:09","slug":"email-notifications","status":"publish","type":"ht_kb","link":"https:\/\/www.process.st\/help\/docs\/email-notifications\/","title":{"rendered":"Using Email Notifications in Process Street"},"content":{"rendered":"<p>Email notifications inform you about key events in your workflows and workflow runs.<\/p>\n<p>They help you stay on top of task assignments, due dates, approvals, and more, ensuring you never miss an important update.<\/p>\n<p><iframe loading=\"lazy\" src=\"https:\/\/www.youtube.com\/embed\/K0HOkdAOwEI\" width=\"100%\" height=\"406\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><span data-mce-type=\"bookmark\" style=\"display: inline-block; width: 0px; overflow: hidden; line-height: 0;\" class=\"mce_SELRES_start\">\ufeff<\/span><span data-mce-type=\"bookmark\" style=\"display: inline-block; width: 0px; overflow: hidden; line-height: 0;\" class=\"mce_SELRES_start\">\ufeff<\/span><\/iframe><\/p>\n<h2>Default email notifications<\/h2>\n<p><a href=\"https:\/\/www.process.st\/\">Process Street<\/a> will send you the following email alerts by <em>default<\/em>:<\/p>\n<p><em><strong>Task notifications<\/strong><\/em><\/p>\n<ul>\n<li>When you are <a href=\"https:\/\/www.process.st\/help\/docs\/task-assignments\/\">assigned to a task<\/a><\/li>\n<li>When your <a href=\"https:\/\/www.process.st\/help\/docs\/task-due-dates\/\">task is due<\/a><\/li>\n<li>When a hand-off occurs from a <a href=\"https:\/\/www.process.st\/help\/docs\/stop-tasks\/\">Stop Task<\/a><\/li>\n<li>When someone @mentions you in a task <a href=\"https:\/\/www.process.st\/help\/docs\/comments\/\">comment<\/a><\/li>\n<li>When an assignee completes a <a href=\"https:\/\/www.process.st\/help\/docs\/tasks\/\">one-off task<\/a> you created (email only \u2014 not yet available in Slack, Teams, or mobile apps)<\/li>\n<\/ul>\n<p><em><strong>Workflow run notifications<\/strong><\/em><\/p>\n<ul>\n<li>When you are assigned <a href=\"https:\/\/www.process.st\/help\/docs\/assigning-workflow-runs\/\">to a workflow run<\/a><\/li>\n<li>When your workflow run is <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-workflow-run\/\">due<\/a><\/li>\n<\/ul>\n<p><em><strong>Approval notifications<\/strong><\/em><\/p>\n<ul>\n<li>When you receive an <a href=\"https:\/\/www.process.st\/help\/docs\/approvals\/\">approval<\/a><\/li>\n<li>When your work is approved\/rejected<\/li>\n<\/ul>\n<h2>@mention to send an instant notification<\/h2>\n<p>@mentions in Process Street work in much the same way as many other apps. If you want to send an instant email alert to a colleague from inside Process Street, you can do that from tasks within your workflow runs.<\/p>\n<p>Once you have your workflow run open, scroll to the bottom of one of your tasks where you will find the comment field. Each task has one.<\/p>\n<p>Type &#8220;@&#8221; to bring up a list of colleagues to whom you can send a comment (and email notification).<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-8270\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2023\/06\/email-notification-@mention.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Choose the desired colleague from the dropdown, then type out your comment as normal. When you&#8217;re done, click &#8220;<strong>Send<\/strong>&#8221; to post the comment and the email notification.<\/p>\n<p>You can reply to @mentions straight from your email, there&#8217;s no need to log into Process Street. Be sure to @mention your colleague in your email reply so that they receive the instant notification.<\/p>\n<p><strong>Note:<\/strong> Mentions and comments are enabled\/disabled by <a href=\"https:\/\/www.process.st\/help\/docs\/task-permissions\/\">task permissions<\/a> and <a href=\"https:\/\/www.process.st\/help\/docs\/user-permissions\/\">permissions<\/a> you may have set on your <a href=\"https:\/\/www.process.st\/help\/docs\/workflow-permissions\/\">workflows<\/a> and <a href=\"https:\/\/www.process.st\/help\/docs\/workflow-run-permissions\/\">runs<\/a>. While you can still send a comment, someone without permission to view that task or workflow run will not receive the email notification unless you change their permission settings.<\/p>\n<h2>Email alerts from assigned tasks<\/h2>\n<p>If a user is assigned to a task with a due date, they will receive email notifications both when they are assigned to the task, and when the task is due, but only if it hasn&#8217;t been completed already.<\/p>\n<p>If a <a href=\"https:\/\/www.process.st\/help\/docs\/groups\/\">group<\/a> is assigned, <strong>everyone in that group will receive an email<\/strong> on the assignment, and the due date of the task (if one has been set).<\/p>\n<p>Learn more about <a href=\"https:\/\/www.process.st\/help\/docs\/task-assignments\/\">task assignments<\/a> and <a href=\"https:\/\/www.process.st\/help\/docs\/task-due-dates\/\">task due dates<\/a>.<\/p>\n<h2>Managing email notifications<\/h2>\n<p>You can manage your email notifications by visiting your <a href=\"https:\/\/app.process.st\/users\/me\/manage\/profile\" target=\"_blank\" rel=\"noopener\">profile &amp; settings<\/a> page and clicking on the <a href=\"https:\/\/app.process.st\/users\/me\/manage\/notifications\" target=\"_blank\" rel=\"noopener\">notifications tab<\/a>.<\/p>\n<p>Switch notifications on or off, using the toggle switches shown below. Grayed toggles mean the notifications are <strong>off<\/strong>.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-8233\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2023\/11\/profile-settings-notifications.png\" alt=\"\" width=\"100%\" srcset=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2023\/11\/profile-settings-notifications.png 1024w, https:\/\/www.process.st\/help\/wp-content\/uploads\/2023\/11\/profile-settings-notifications-300x150.png 300w, https:\/\/www.process.st\/help\/wp-content\/uploads\/2023\/11\/profile-settings-notifications-768x384.png 768w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/p>\n<p>You can also choose to have these notifications sent to you as a <strong>once-a-day reminder<\/strong> of overdue and upcoming tasks. This is especially helpful if you have lots of notifications from other apps coming into your email inbox.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-8234\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2023\/11\/profile-settings-daily-email.png\" alt=\"\" width=\"100%\" srcset=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2023\/11\/profile-settings-daily-email.png 1024w, https:\/\/www.process.st\/help\/wp-content\/uploads\/2023\/11\/profile-settings-daily-email-300x150.png 300w, https:\/\/www.process.st\/help\/wp-content\/uploads\/2023\/11\/profile-settings-daily-email-768x384.png 768w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/p>\n<p>You can also unsubscribe from all notifications (<em>except<\/em> billings or security-related messages) by using the toggle switch at the bottom of this page.<\/p>\n<p><em><strong>Note:<\/strong> Email notifications are <strong>not sent for your own actions<\/strong>, by design. For example, if you assign yourself to a workflow run or task. The only exception to this rule is when you are assigned to a workflow run from the <a href=\"https:\/\/www.process.st\/help\/docs\/scheduled-checklists\/\">scheduling<\/a> tool, in this case when the workflow is run, you <strong>will<\/strong> get an email notification.<\/em><\/p>\n<h2>Subscribe for more detailed notifications<\/h2>\n<p>If you want to follow a certain workflow or workflow run more closely, you can choose to <a href=\"https:\/\/www.process.st\/help\/docs\/workflow-subscription\/\">subscribe to them<\/a>, which sends more detailed email notifications to you.<\/p>\n<h2>Troubleshooting<\/h2>\n<p>Learn how to troubleshoot if you&#8217;re <a href=\"https:\/\/www.process.st\/help\/docs\/not-receiving-emails\/\">not receiving email notifications<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Email notifications inform you about key events in your workflows and workflow runs. They help you stay on top of task assignments, due dates, approvals, and more, ensuring you never miss an important update. \ufeff\ufeff Default email notifications Process Street will send you the following email alerts by default: Task notifications When you are assigned [&hellip;]<\/p>\n","protected":false},"author":3,"template":"","meta":{"_acf_changed":false,"available_plan":"All plans","available_product":"Settings","footnotes":""},"ht_kb_category":[205],"ht_kb_tag":[182,206,207],"class_list":["post-5643","ht_kb","type-ht_kb","status-publish","hentry","ht_kb_category-users","ht_kb_tag-email","ht_kb_tag-mentions","ht_kb_tag-notifications"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5643","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb"}],"about":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/users\/3"}],"version-history":[{"count":7,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5643\/revisions"}],"predecessor-version":[{"id":9743,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5643\/revisions\/9743"}],"wp:attachment":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/media?parent=5643"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_category?post=5643"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_tag?post=5643"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}