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Configuring notifications & custom emails
Configuring notifications & custom emails

This guide explains how notifications work on a Viima board, and how admins can configure them to meet your specific communication needs.

Updated over a week ago

For certain actions on your board (For example, liking an idea) email notifications are sent to the user(s) it regards. If you wish to specify which actions are included in these email notifications, what the content of these emails are, or how often updates about activity on the board are sent, this guide will show you how to do so by configuring notifications.

If you want to manage your email notifications as a user, please refer to the support article detailing email notification preferences instead

P.S. To be able to complete the following steps, you’ll need to have an admin account for the desired Viima board. Please contact your Viima super user for access if you don’t already have an account.

How to get there

If you already know your board name, the easiest way to configure notifications is through the following URL:

If you do this, proceed directly to Step 3. Otherwise, start from Step 1.

Step 1

On your Viima Admin account, go to "Settings" in the admin portal of your board

Step 2

Go to the "Communication" sub-section

Step 3

From here, you can configure your notifications.

What to change

There are three sections here that affect your email notifications:

  1. Recurring emails: How often do you want to send email updates about board activity?

  2. Email notifications: Which actions on the board result in notifications?

  3. Custom emails: What do these action-specific notifications say?

Email Notifications

When you open the section "Email Notifications" you can see a list of all the different actions that send an email notification to the relevant user(s) regarding this action. You can check or uncheck boxes depending on which actions you wish to include.

Note: If you have activated the Microsoft Viva Engage (Yammer) integration, you can also configure which notifications are sent on this page.

Here's who the email will be sent out to:


  • New idea: Category admins of the category the idea was first created to or all admins on the board if the category doesn't have a category admin

  • Status changed: Original ideator + commenters + likers + idea responsibles + those who have added the idea as favorite

  • The idea moved from this board to another board: Original ideator + commenters + likers + idea responsibles + those who have added the idea as favorite + co-creators (if the idea has been merged)

  • The idea moved to this board: Category admins of the category of the idea's new category or all admins on the board if the category doesn't have a category admin

  • Notify all users about new ideas and changes: If this checkbox is marked, notifications regarding new ideas and changes to existing ones will be sent out to all users that are active on the board regardless of role or association with the idea.


  • New comment: The user who added the idea that was commented on + idea responsibles + those who have added the idea as favorite

  • A new reply to a comment: The user whose comment was replied to

  • A user mentioned: The mentioned user

Ideation process

  • Idea pending moderation: Board admins

  • Application created: Board admins

  • Application rejected: The applicant

  • Application accepted: The applicant

  • User assigned: The person that was just assigned to be responsible for the idea

  • Idea pending impact assessment reminder: Category admins of the idea's category or all admins on the board if the category doesn't have a category admin

Custom emails

From the section "Custom emails" you can specifically draft the emails for each action that will be sent out to the relevant people. Only emails of actions that are enabled in the "Email Notifications" are affected.

How to draft a custom email

Step 1

If you want to choose the name that will be shown as the sender of the email, you can change it from "Email notifications".

Step 2

From the left side, choose the action you wish to write the email notification for.

Step 3

Make sure that the checkbox which says "Use custom email" is marked.

Step 4

Check out the variables that exist for this email template. These variables can be used in place of names and other changing information in the email.

E.g. If you wish to have the name of the included in the header, add {{IDEA_NAME}} and it will always get replaced by the idea's name when this custom email is sent out.

Step 5

Write the Subject and Body of the email. Remember to use the variables wherever necessary.

Step 6

Edit the CTA (Call to action) from "Button text". By clicking this CTA, it will take you to the web page determined in the "Button URL" which will be shown below the "Button text" if the variable exists.

P.s. If you wish for this CTA to take the recipient to the idea in question, you can use the variable {{IDEA_URL}}

Step 7

You can see a preview of your current draft next to "Message preview". You can see that in the preview, the variables have changed and are thus working as they should.

If you see (for example, {{IDEA_NAME}}) in your message preview, it means the variable is not working. This can be either due to the fact that it does not exist or it has been misspelled.

Recurring emails

From the section Recurring emails, you can specify how often an update of the three following top lists regarding your board will be sent out:

  • Newest ideas: 3 newest ideas on the board since the last recurring email.

  • Trending ideas: 3 ideas with the most likes and comments since the last recurring email.

  • Most active users: 3 most active users on the board since the last recurring email.

The recurring email will be sent to every active user on your board who hasn't set their personal email notification settings to Never.

How to set up a recurring email

Step 1

Choose how often the recurring emails will be sent out from the dropdown menu next to "Recurring email frequency".

If you choose "Never", the recurring email notification will be disabled.

Step 2

Choose on which weekday the emails will be sent out from "Recurring email sending day".

Step 3

Choose the introduction header for your recurring email notification from "Recurring email intro text".

Don't forget to save your changes!

Green "Save" buttons can be found on all pages where changes can be made. Clicking this activates those changes.

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