Notifications

SoterAI tells you when something needs you. Instead of checking back to see whether a scheduled workflow has finished or an Action has been picked up, you are notified when the work reaches you — in the app, by email, or both.

Every notification is written to answer four questions: what happened, why it matters, what you should do, and where to go. Opening a notification takes you to the exact item it is about — the workflow run, the Action, the shared workflow — never to your home page.

At a glance

Everything is switched on for a new account. You can turn any of it off.

Where notifications appear

In the app

The bell icon at the top of the left sidebar, next to your organisation name, opens your notifications. New notifications appear there straight away — you do not need to refresh the page.

Each entry shows the notification category, the headline in bold, the first few lines of the summary, and — where the item is waiting on you — an Action required marker. The newest notification is at the top.

Longer messages, such as an Action description written by SoterAI, are shortened to three lines in the list with a More link. More opens the notification in full, laid out like the email: the whole summary, the details that go with it (who acted, the due date, the completion date, the related record and workspace) and one button that takes you to the item. Opening this view does not remove the notification.

Clicking the button, or dismissing the entry with the ×, opens the item and removes the notification from the panel. There is no read/unread inbox and no separate notifications page: the panel shows what is still outstanding, and your email is the permanent record.

By email

Notification emails all follow the same layout: SoterAI branding, the notification category, a headline, a short summary, the relevant dates and people, and one button that opens the item. A link to your notification settings sits in the footer. You should be able to tell what happened without opening SoterAI at all.

Emails are not branded per organisation — every notification email uses standard SoterAI branding.

What each notification tells you

Scheduled workflow runs

When a scheduled workflow stops and produces its first response, the schedule's owner is notified once. The message says which of three things happened:

• Result ready — the workflow completed the work you asked for.
• Input required — the workflow cannot continue until you respond. This is the case that carries the Action required marker.
• Could not complete — the run stopped because of an error.

You are not notified when a run starts, and you are not notified again after you reply to a run that asked for input. The notification opens the workflow chat for that run. These notifications are switched on or off on the schedule itself, not in your profile settings — see Controlling notifications for a scheduled workflow.

Action assigned

You are notified when another person assigns an Action to you, and when SoterAI assigns one — including an Action created by a scheduled workflow. The notification shows the Action title and description, who or what assigned it, the due date if there is one, and the related project, record, workflow or chat.

You are not notified about Actions you assign to yourself, including when you ask SoterAI in a chat to create an Action for you. Editing an Action after it has been assigned does not send a second notification.

Action completed

When an assigned Action is marked complete, the person who created it is notified — even if the Action passed through several assignees along the way. The notification shows the Action title, who completed it, the completion date, and the completion note if one was left. Progress updates short of completion do not notify anyone.

Weekly Action digest

One email every Monday, listing the Actions you need to look at this week and the ones already overdue. It replaces per-Action reminders: there are no separate "due soon" emails and no daily overdue chasers. See Reading your weekly Action digest.

Workflow shared

When someone shares a custom workflow with you, you are notified once, with the workflow name, who shared it and what the workflow does. The notification opens the Shared with you page in the Workflows Library, where the workflow is now waiting for you. Re-sharing a workflow with someone who already has access does not notify them again.

Choosing what you receive

Your notification settings live under Profile Settings → Notification Settings, in the Notification preferences card. You choose, for each of the four categories, whether it reaches you in the app, by email, both, or not at all. Notifications for scheduled workflow runs are the exception — they are controlled on each schedule.

Your settings follow you across every organisation and workspace you belong to. They are not set per workspace. Full details are in Choosing which notifications you receive.

Notifications not covered by these settings

Some notifications you already receive continue to work exactly as before and are not part of the four categories in your settings:

• Invitations to an organisation or a workspace.
• Intelligence credit warnings when a workspace reaches 90% or 100% of its allowance.
• Messages and summaries that SoterAI sends to a whole workspace, such as the Day 3 Safety Snapshot.

Things to know

• You will not receive two notifications for the same event. A workflow response and the Action it created do not both notify you about the same request.
• Overdue Actions do not send their own notification. Both the assignee and the person who assigned the Action see them in the weekly digest.
• Turning off notifications for a schedule does not silence notifications about the work that run produces — an Action assigned to you still reaches you.
• You can switch every category and both channels off. There is no minimum.
• In-app notifications are not a history. Once you open or dismiss one, it is gone, so keep the email if you need a record.
• Push notifications on mobile are not part of the current improvement.