Private notification rules

Private notification rules are personalized alerts created for your own use. Notifications are sent only to you (the rule creator) based on the selected triggers and conditions. Other users may be able to view or manage these rules only if they have the required permissions.

Use cases

Conditional deal field changes

Get notified only when specific deal fields you care about change (such as Deal amount, Discount, or Probability), instead of receiving broad system alerts.

Tracking exceptions in your deals

Create a private rule to alert you when a deal you own moves backward in the pipeline (for example, from Negotiation to Proposal), helping you catch risks early.

Monitoring specific record criteria

Receive notifications only for records that match certain conditions, such as deals from a particular source, region, or account type.

Watching sensitive field changes

Set up private alerts for changes to sensitive or critical fields (for example, Close date, Contract value) so you’re always aware of impactful updates.

Available trigger modules and trigger types

Navigate to Setup > Notification Rules > My Private Notification Rules to access the list of private notification rules.

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

Private 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 private notifications 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.

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.

Managing private notification rules

You can manage all the private notification rules you have created from the My Private Notification Rules tab in Setup > Automation > Notification Rules.

For each rule, click the action menu (three dots) next to it and select:

• Edit to update the name, description, conditions, or email configuration.
• Delete to remove rules that are no longer needed.

Use the Notify me toggle to turn on or off notifications without deleting the rule.

Managing others’ private notification rules

Under Others’ Private Notification Rules, you can view rules created by other users. For each rule, click the action menu next to it and select:

• Edit to update the rule’s name, description, conditions, or email configuration.
• Delete to remove rules that are no longer needed.

You cannot turn off others’ private notification rules.