Setting Up Notification Rules in iGyro

Overview:

In this guide, we will walk you through the process of setting up Notification Rules in iGyro Builders Software. Notification Rules are crucial for driving both Email and Dashboard notifications, helping you and your team stay on top of tasks that are due. Whether you're new to notifications or looking to optimize your workflow, this guide provides practical insights to streamline your processes effectively.

What Are Notification Rules?

Notification Rules determine who gets notified and when. They are used to send both email notifications and dashboard alerts for specific tasks, deadlines, or milestones within a project.

These rules can be highly customised based on roles, job types, and task progress, ensuring the right people are notified at the right time. The notifications can be configured for various roles, such as sales consultants, project managers, or designers, depending on your organisation's workflow.

Setting Up Notification Rules

1. Accessing the Notification Rules Configuration

To begin setting up Notification Rules:

1. Open the Admin Menu of the iGyro portal.
2. Click the Notification Rules option.

Here you will see a list of existing rules. These can be modified, deleted, or new ones can be added based on your needs.

2. Customising Notifications for Different Roles

Notification Rules allow you to specify who should receive notifications. For example:

• Sales Consultants may be notified when a client needs to be contacted.
• Project Managers may be notified of overdue tasks or upcoming deadlines.

Each user has personalised notifications based on their role in the project. This ensures that the right person receives the relevant information, allowing them to act promptly.

3. Configuring Notification Triggers

Each notification can be set up to trigger at specific times. For example:

• Zero days after a task is due – Notifies immediately when a task is due.
• Five days before a task is due – A reminder notification to prepare in advance.

These settings can be configured for each task type or job stage, ensuring that deadlines and progress milestones are tracked effectively.

4. Task Types and Notification Triggers

Notifications can be linked to specific tasks. For instance:

• Contacted Client can trigger an email or dashboard notification when a Contacted Client task is due.
• Design Round 1 tasks can notify the team when due and once completed.

For each task type, there are usually two notifications:

1. One before the task is due (e.g., five days before).
2. One after the task is due, reminding users to complete the task if it has not already been done.

5. Setting Notification Recipients

You can set notifications to be sent to specific users or user groups. Some options include:

• Business Contacts: You can configure notifications based on the role assigned to a job on the Business Contact Tab (e.g., notify the Sales Consultant or Project Manager).
• Specific Users: You can also choose to notify specific people by selecting their names from your user database.

Additionally, you can send notifications to external email addresses if needed, such as contractors or clients.

6. Customising Notification Timeframes

Each notification rule can be configured to notify users at a specific time before or after a task is due:

• Before the Task is Due: Set notifications to appear a few days before the due date.
• After the Task is Due: Set notifications to appear immediately after a task's due date.

7. Advanced Features

• Snooze Notifications: While iGyro does not support "snoozing" notifications, you can disable a rule by removing its triggers, which effectively stops notifications from being sent without deleting the rule entirely.
• Attachment Filters: You can also configure rules to send notifications with attachments. For instance, when a design round is due, you can automatically attach related files, such as construction plans or contracts, to the notification.

8. Example: Notifying for Contacted Clients

For example, if a Sales Consultant is responsible for contacting clients, you can configure the rule to notify them 5 days before the task is due and again on the due date. Once the task is completed or marked as not proceeding, the notification will disappear from the dashboard.

Final Notes

Notifications play a key role in ensuring that all tasks are completed on time and that no deadlines are missed. By setting up Notification Rules correctly, your team can stay organised and on track, ensuring that the right people are alerted to the right tasks at the right time.

This article helps you understand how to set up and manage Notification Rules within iGyro to keep your business operations efficient. Let us know if you need assistance with specific configurations!