System notification rules

System notification rules are built-in email alerts that notify users about key actions in BoldSales, helping them stay informed and never miss important updates in the day-to-day work.

Use cases

Stay on top of ownership changes

When you’re assigned as the owner of a contact, deal, or task, you receive an instant email notification. This helps you take timely action.

Keep track of collaboration updates

If you’re added or removed as a collaborator on a task, you’re notified immediately. This ensures clarity on your responsibilities and avoids confusion in team workflows.

Respond quickly to customer communication

When someone replies to an email you sent, you get notified right away. This helps maintain smooth communication and improves customer engagement.

Never miss deadlines or meetings

Task and event reminders help you stay organized and avoid last-minute rushes.

Monitor quote progress

Notifications about quote status changes allow you to follow up promptly and keep deals moving forward.

Available system notification rules

Navigate to Setup > Notification Rules > System & Shared Notification Rules to access the list of system notification rules. BoldSales comes with the following built-in notification rules to help users stay on top of the most common actions in the sales process.

Contact owner assigned

Sends an email notification to you when you’re assigned as the contact owner.

Deal owner assigned

Sends an email notification to you when you’re assigned as the deal owner.

Task owner assigned

Sends an email notification to you when you’re assigned as the task owner.

Task collaborator added

Sends an email notification to you when you’re added as a collaborator on a task.

Task collaborator removed

Sends an email notification to you when you’re removed as a collaborator from a task.

Email reply received

Sends an email notification to you when someone replies to an email you sent.

Task reminder

Sends an email notification to you 15 minutes before the task due date.

Event reminder

Sends an email notification to you 15 minutes before the event start time.

Quote status change

Sends an email notification to you when the quote’s status is updated.

These emails include direct links to the records, allowing you to quickly access the relevant records.

Mandatory alerts vs optional alerts

Users can choose which notifications they want to receive. However, users with the appropriate permissions can make system notifications mandatory for all users.

To make a rule mandatory,

• Navigate to Setup > Automation > Notification Rules.
• Locate the rule you want to make mandatory.
• Click the rule’s actions menu on the right side.
• Select Set as mandatory alert.

To make a rule optional,

• Click its actions menu.
• Select Set as optional alert.

Turn on notifications for you

You can turn on or off any of the system notification rules based on your preferences unless the rule is set as mandatory.

To turn on a rule,

• Navigate to Setup > Automation > Notification Rules.
• Turn on the toggle option in the Notify me column of the rule.

Updating tasks and event reminders

By default, Task reminder and Event reminder rules are designed to send notifications 15 minutes before a task is due or before an event starts.

However, you can update these reminder times to better fit your needs. For example, you might prefer to be reminded 30 minutes before the deadline.

To update the reminder time,

• Navigate to Setup > Automation > Notification Rules.
• Locate the Task reminder or Event reminder notification rule.
• Click the rule’s actions menu and select Set reminder time.
• Alternatively, click the current time setting (15 minutes) in the rule’s description.
• In the Set Reminder Time dialog, select the time unit (Minutes, Hour(s), or Day(s)) and then choose the exact reminder period from the dropdown. For example, you can set 30 or 45 minutes before, from 1–23 hours before, or from 1–30 days before the activity starts.
• Click Save to apply your changes.

The reminder time updates apply only to you and won’t affect other users.

Filtering notification rules

The Filter option helps you find specific notification rules with ease. You can narrow down the list by module, notification type, or both.

To filter system notification rules,

• Navigate to Setup > Automation > Notification Rules.
• Click Filter at the top-right corner of the page to open the Filter drawer.

Select the filter criteria,

• Under Trigger module, select one or more modules (such as Companies, Tasks, or Contacts) to view the system notification rules related to those modules.
• Under Notification type, select System to view only built-in system notifications.
• Click Apply Filter to update the list based on your selections.
• To remove filters, open the Filter drawer then click Clear all.

Frequently asked questions (FAQs)

Why can’t I disable some system notification rules?

Those are mandatory notifications set by the user with permission.

What does mandatory alert mean in system notification rule?

It means the notification is enforced for all users and cannot be turned off.

Can I customize system notification rules?

You cannot change the core rules or email templates. However, you can customize the reminder times for the default task and event notifications.