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
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.
What to change
There are three sections here that affect your email notifications:
Recurring emails: How often do you want to send email updates about board activity?
Email notifications: Which actions on the board result in notifications?
Custom emails: What do these action-specific notifications say?
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
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
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
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
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.