Shared notification rules

Shared notification rules are customizable email alerts that keep users informed about important activities across BoldSales. These notifications apply to all users in the organization and can be triggered by actions such as record creation, updates, deletions, or date/time-based events. You can further refine when a rule executes by adding conditions, ensuring alerts are sent only for relevant scenarios. With support for dynamic recipients like record owners or creators, shared notifications enable timely, consistent communication.

Use cases

Ownership and creator alignment

When important updates occur, a notification can be triggered to inform both the record owner and record creator, ensuring clarity.

Task impact awareness

When changes occur in a task, a notification can be triggered to alert the task owner so work stays aligned.

Activity visibility in related records

When contacts or deals related to a company are created or updated, a notification can be triggered to inform the primary company owner.

Ownership changes

When key fields in a record are updated, a notification can be triggered to notify the current owner, ensuring continuity even when ownership changes over time.

Available trigger modules and trigger types

Navigate to Setup > Notification Rules > System & Shared Notification Rules to access the list of shared notification rules.

To create a new rule, click + Create Shared Notification Rule.

Shared notification rules can be configured based on specific modules and trigger types. These define when the notification should be sent.

Available modules

You can create shared notification rules for the following modules:

• Contacts
• Companies
• Pipelines
• Tasks
• Sales Documents (e.g., Quotes)

Available trigger types

• Record created – Notify when a new record is added.
• Record edited – Notify when an existing record is updated.
• Record deleted – Notify when a record is deleted.
• Date/time – Execute based on a specific date-time field.

Use cases for date/time triggers

Task deadline countdown

To notify one hour before a task is due, select the Trigger module as Tasks, choose the Date/time field as Due date, and set Execute to 1 hour before. This ensures the shared notification is executed in time for everyone to prepare before the deadline.

Quote expiry coordination

To notify two days before a quote expires, select the Trigger module as Sales Documents, choose the Date/time field as Expiry date, and set Execute to 2 days before. This ensures the shared notification is sent in advance, giving enough time to follow up before the quote expires.

Adding a condition

Conditions let you control when a notification rule is triggered. If no conditions are added, the rule applies to all records that meet the selected trigger criteria. Adding conditions helps ensure notifications are sent only for specific scenarios.

• Conditions are optional.
• They help narrow notifications based on specific field values.
• Use Add condition to add more filters, or Add Group to combine conditions using And/Or logic.

Using the “Is changed” option

The Is changed option is useful when you want notifications triggered only on specific field updates. Instead of executing on any edit, the rule runs only when the selected field moves from one value to another. For example, you can notify when a quote’s status changes from Draft to Approved, or alert when a pipeline record’s stage moves from Prospecting to Negotiation.

Below is the list of fields where the Is changed option is available for each module.

Sales Documents

• Status (e.g., Draft → Approved)

Pipelines

• Stage (e.g., Prospecting → Negotiation)
• Source (e.g., Call → Referral)

Tasks

• Status (e.g., Any → Completed)

Contacts

• Latest source (e.g., Email → Call)
• Lifecycle stage (e.g., Lead → Customer)

Configure email

After setting up the trigger and conditions, the next step is to configure the email that will be sent when the rule executes.

Create a personalized email template

• In the THEN section, find Send email and click Configure Email.
• A Configure Email drawer will open.
• If you have already configured a template, you can use it.
• If not, under the Email template field, click Create email template.

Enter template details

In the Create Notification Template dialog,

• Template name: Provide a clear name (e.g., Quote Status Notification).
• Subject: Add a subject line that reflects the purpose of the notification. Use the Insert field option to personalize the subject (e.g., Quote Status Changed for {Quote.Name}).
• Body: Write the email content and use Insert field option to personalize it.
• Click Create.

When you use the Insert field option, the selected fields automatically pull data from the record that triggered the notification.

Sharing a template

After creating an email template, you can share it with others if needed. In the Create Notification Template dialog, click Share template.

In the Share Email Template dialog, choose one of the following options:

• Only me - The template remains private. Only you can use it.
• Everyone - All users in the organization can access and use this template.
• Users/Teams - Select specific users or teams to share the template with.

Click Share to confirm your selection.

Choose recipients using placeholders

When configuring email notifications, you can choose recipients by selecting specific users or by using dynamic placeholders. Placeholders automatically resolve to the right users at the time the notification is sent, based on the record and its relationships.

In the Configure Email form, under Email recipients, you can select placeholders that represent roles such as record owner, creator, or related record owners. The available placeholders change based on the selected module, ensuring notifications are always delivered to the most relevant users without requiring manual updates. Below is the list of available placeholders for each module.

Companies

• Company owner
• Company creator
• Company modifier

Contacts

• Contact owner

• Contact creator

• Contact modifier

  Primary company

  • Company owner
  • Company creator
  • Company modifier

Pipelines

• Pipeline record owner

• Pipeline record creator

• Pipeline record modifier

• Pipeline record collaborator

  Primary contact

  • Contact owner
  • Contact creator
  • Contact modifier

  Primary Company

  • Company owner
  • Company creator
  • Company modifier

Tasks

• Task owner
• Task collaborator

Sales documents

• Document owner
• Document creator
• Document modifier

Deactivating a rule

The shared notification rules cannot be turned off for specific users/yourself. However, a user with the appropriate permissions can deactivate the rule for all users.

Available actions

Click the icon at the end of the shared notification rule. Click,

• Deactivate to turn off the rule for everyone in the organization.
• Edit to update the rule’s name, description, conditions, or email configuration.
• Delete to remove rules that are no longer needed.