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.
Note for non-admin users: If you don’t have access to configure or manage notification settings, contact your BoldSales administrator to request the required permission.
Note for administrators: For managing permissions, refer to Managing User Permission (Permission Set)
Available trigger modules and trigger types
Go to Setup from the left sidebar then navigate to Notification Rules > My Private Notification Rules to access the list of private notification rules.
To create a new rule, click
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.
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.
The following image shows how to configure email.
Note for non-admin users: If you don’t have access to configure or manage Email Templates, contact your BoldSales administrator to request the required permission.
Note for administrators: For managing permissions, refer to Managing User Permission (Permission Set)
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.
For more details on email templates, visit Creating and using email templates
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.
The following image shows the management options for private notification rules.
Managing others’ private notification rules
Note for non-admin users: If you don’t have access to manage others’ private notifications, contact your BoldSales administrator to request the required permission.
Note for administrators: For managing permissions, refer to Managing User Permission (Permission Set)
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.
