Overview
Notification tasks let you send informational alerts at specific points in a workflow. These tasks notify assignees and are automatically completed. Unlike standard tasks that require completion, notification tasks automatically send alerts and immediately mark themselves as complete.
How Notification Tasks Work
When a notification task is triggered, it:
- Sends notifications to assigned users.
- Immediately completes.
- Does not create a due date.
- Cannot be reopened.
The request activity feed records when the notification was sent and who received it.
How to Add a Notification Task
Notification tasks are available in workflows for Purchase Requests and General Requests
- Navigate to Settings --> Workflows
- Select a workflow and add or edit a task
- Select Notification from the Task Type dropdown
Provide the following:
- Task Name: A clear title for the notification.
- Instructions: The message content you want to send to assignees.
- Assignee(s): One or more team members who should receive the notification.
- Stage: where the notification should trigger.
Notification tasks require at least one assignee. The Unassigned option is not available.
How Assignees Are Notified
Assignees receive an email that includes:
- Task name
- Message content
- Request name
- Requestor
- Organization
- Link to the request
- Status shown as completed
Slack
If Slack is connected, assignees receive a Slack message that includes:
Notification: [Task Name] for [Request Name], submitted by [Requestor Name]
Details:
• Request name
• Assignee
• Requestor
• Status shown as completed
Message: Instructions you configured
Footer: Link to view the request in Tropic
The message is informational only.
Common Use Cases
Notification tasks are commonly used for FYI updates.
- Be Clear: Explain what happened or what stage was reached
- Provide Context: Include relevant details about why this notification matters
- Set Expectations: Clarify whether any follow-up might be needed later
- Include Next Steps: If applicable, mention what happens next in the process
Best Practices
Choosing Assignees
Only notify people who need the information.
Consider:
- Role relevance
- Timing
- Whether the notification reduces follow-up questions
Task Naming
Use clear, descriptive task names.
Good examples:
- Contract Approved by Legal.
- Budget Allocated.
- Supplier Onboarding Started.
Avoid generic names like:
- Update
- Info
Frequently Asked Questions
Q: What if an assignee has notifications disabled?
A: The notification respects user notification preferences. If they've disabled task notifications, they won't receive the email.
Q: Can I edit a notification task after it's been sent?
A: You can edit the workflow template for future requests, but notifications already sent cannot be recalled or modified.
Q: What happens if there are no assignees?
A: The system requires at least one assignee to create a notification task.
Q: Do notification tasks count toward task completion metrics?
A: Yes, but since they auto-complete, they don't impact task completion rates negatively.