Notifications

Notifications is where you connect the channels DataMind OS uses to send emails and alerts: Email, Slack, Discord and Google Chat. Use it to set up your mail server, add a chat channel, change the default for each channel type or check who receives workflow alerts.

Open Notifications

1. Open Admin in the sidebar.
2. Select Notifications at the top of the page. The Channels tab opens first.

• The Channels tab is headed Notification Channels, with "Configure notification channels for alerts and updates".
• The Subscriptions tab is headed Workflow alerts, with "See who is subscribed to each workflow".
• Notifications lives at /admin/notifications. Each tab keeps its own address, where the tab ids are integrations for Channels and subscriptions for Subscriptions, so you can link someone straight to either tab.

Add an Email channel

Account emails go through the default Email channel, so set this up before you rely on welcome or password reset emails.

1. Go to Admin > Notifications and stay on Channels.
2. In the Email panel, click Add. The side panel is headed Add Notification Integration, and Email with the Gmail preset is already chosen.
3. Enter an Integration name, for example Production alerts.
4. Under SMTP connection, click a preset (Gmail, Outlook, SendGrid or Postfix), or type your own SMTP host and Port.
5. Turn on Implicit TLS (SMTPS) only if your port is 465.
6. Under Authentication, keep Server requires authentication on and enter a Username and Password. Turn it off for an internal relay that trusts the sending network.
7. Replace the address in From address with one your mail server accepts for sending.
8. Click Add Integration.

• Gmail, Outlook and SendGrid fill in the host and use port 587 with authentication. Postfix sets port 25 and turns authentication off, and clears a known preset host; you still type your own SMTP host.
• Implicit TLS (SMTPS) is for port 465 only. Leave it off for 587 and 25; the note reads "Port 465 only. Leave off for 587 and 25, STARTTLS is used when the server offers it".
• The authentication row reads "Turn off for internal relays such as Postfix that trust the sender network". Username and Password appear only while Server requires authentication is on.

Add a Slack, Discord or Google Chat channel

1. In Slack, Discord or Google Chat, create an incoming webhook for the channel or space you want to post to, and copy its URL.
2. In Channels, click Add on the panel for that channel type.
3. Enter an Integration name.
4. Paste the URL into Webhook endpoint.
5. Click Add Integration.

The Webhook endpoint section reads "Paste the URL from your workspace - we only store it encrypted", and the field's example shows the shape your provider gives, for example https://hooks.slack.com/services/... for Slack, https://discord.com/api/webhooks/... for Discord or https://chat.googleapis.com/v1/spaces/... for Google Chat.

After you save a new channel, DataMind OS shows Success with "Notification integration created successfully"; after an edit, "Notification integration updated successfully". The channel starts active.

Edit, turn off or delete a channel

• Edit: click the channel's row to open the side panel headed Edit Notification Integration, change the fields and click Save changes. The button stays greyed out until you change something. You cannot change the channel type after creation; the picker is locked and reads "Provider cannot be changed after creation".
• Turn off or on: use the switch on the channel's row. A channel that is off cannot send.
• Set default: hover over the row and click Set default.
• Delete: hover over the row, click Delete, then confirm in the Delete notification integration dialog, which reads "Are you sure you want to delete this integration? This action cannot be undone.". The default channel's Delete is unavailable, and its tooltip reads "Set another integration as default first".

The list groups channels by type, each group with a count badge and an Add button. When some channels are off, the panel shows a counter such as 2/4 active. An empty group reads "No email integrations" (the type word is lowercased, so Slack reads "No slack integrations", and so on), and the list shows Loading integrations while it loads.

Choose the default for each channel type

You can add several channels of each type, but each type has one default. The first channel you add of a type becomes its default. To change it, hover over the channel you want and click Set default; the Default label moves to that channel.

• A channel that is off cannot become the default.
• The default for a type cannot be deleted or turned off. Make another channel of the same type the default first, then delete or turn off the old one.

Which messages use the default Email channel

The default Email channel sends these messages. Workflow failure alerts are the exception: they use the channels chosen on the workflow.

If no Email channel is active, account emails are not sent. The send log records each one as failed with "No active email integration configured". See Audit, sign-in and notification logs.

Settings for a channel

What the form checks

• Port takes a whole number from 1 to 65535.
• The form checks required fields and shows messages such as "Name is required", "Host is required for email", "Port is required for email", "Username is required for email", "Password is required for email", "From address is required for email", "From address must be a valid email" and "Webhook URL is required".
• Saving a channel does not send a test message. To check delivery, look at the send results in Audit, sign-in and notification logs.
• If a change fails, the error notification shows the reason, or one of "Failed to save notification integration", "Failed to update notification integration", "Failed to delete notification integration" or "Failed to set the default integration".

See who gets workflow alerts

1. Open Admin > Notifications and click Subscriptions.
2. The table lists every workflow alert: Recipients shows the people or addresses the alert goes to, Workflow job shows which workflow it belongs to, and Channel names the channel it sends through.
3. Use Search subscriptions to find a row, and the column menus to filter and sort (see Filter, sort and search).

• Each row is the recipient list for one workflow's failure alert on one channel. A list is stored per workflow alert, so changing one alert never changes another.
• Email recipients appear as DataMind OS users by name; a webhook channel shows the destination address instead.
• If nobody is subscribed yet, the table reads "Nobody is subscribed yet". If the list does not load, it reads "Couldn't load subscriptions" and adds "An unknown error occurred" when there is no reason; reload the page.
• To add or change recipients, open the alert on the workflow itself. See Failure alerts. This tab only shows the lists.
• To see whether a message was sent, open Audit, sign-in and notification logs and its Notifications tab. You need View Notification Logs to read it.
• If the channel behind an alert no longer exists, the row shows Unknown in Channel.

Who can do what

• Notifications Viewer lets you open the tabs and see the channels and subscriptions. Without Notifications Manager, the channel list is read only and the Add buttons and row actions stay hidden.
• Notifications Manager lets you add, change, turn off, delete and set defaults for channels.
• The Admin Configurator and Admin Viewer presets include these permissions.
• To read send results, you need View Notification Logs. See Audit, sign-in and notification logs.

For the full list, see Permission reference.

Questions, answered

Which channel sends password reset and welcome emails?

The default Email channel. If no Email channel is active, these emails are not sent, and the send log records each one as failed.

Why can't I delete or turn off this channel?

It is the default for its type. Hover over another channel of the same type, click Set default, and then delete or turn off this one.

Can I change an Email channel into Slack?

No. The channel type is fixed after creation; the picker is locked and reads "Provider cannot be changed after creation". Add a new channel of the type you want, and delete the old one once it is no longer the default.

Which port needs Implicit TLS?

Only port 465. Leave Implicit TLS (SMTPS) off for ports 587 and 25.

Our internal mail relay has no username or password. What do I choose?

Click the Postfix preset, or turn off Server requires authentication. The preset sets port 25 and turns authentication off, and you still enter your own SMTP host.

Which address should I use as the From address?

An address your mail server accepts for sending. The form pre-fills an address as a starting point, so replace it before you click Add Integration.

Who can add or change notification channels?

People with Notifications Manager, or a preset that includes it. People with only Notifications Viewer can see the channels but cannot change them.

How do I check whether an email or alert was sent?

Open Audit, sign-in and notification logs and its Notifications tab. You need View Notification Logs. Each send is recorded with its result.

Who receives a workflow failure alert?

It depends on the alert set up on the workflow. The Subscriptions tab shows every alert with its recipients and channel. To change who receives one, see Failure alerts.

Where do I add or change the recipients of a workflow alert?

On the workflow itself, in its alerts window. Open Failure alerts for the steps. The Subscriptions tab in Notifications only shows the lists.