Kapost notifications have been redesigned to provide users with organized, easy to consume emails that highlight the relevant information needed to efficiently manage and complete work. This article provides information about the following new notifications: Task Digests, Real Time Task Updates, Discussion Notifications, and Status Digests. Information about notification settings is also included.
Task digests provide summarized task related information that is specific to a single user. These digests can be sent daily (6am local time) to highlight tasks that are due that day and upcoming tasks due the following day, as well as weekly (Monday 6am local time) to give an overview of tasks due that week and upcoming tasks due the following week.
The information in the Task Digest is organized by date and time and each task can be viewed in Kapost by clicking the task title. If another task is blocking a task that is due, that information will be included in the digest. Tasks are included for both content and initiatives.
Overdue tasks are highlighted at the top of the Task Digest. Up to 3 overdue tasks with a due date that falls within the last two weeks will be highlighted and a link to view older overdue tasks will display if applicable.
Total numbers for tasks left to-do, finished tasks, and overdue tasks display in the top right corner of the Task Digest.
Note: Your notification settings determine if and when you receive task digests (you do not need to follow content or discussions to receive them.) See the section on notification settings for more detail.
Real Time Task Updates
When deadlines that fall within a short period of time (72 hours or less) are assigned or edited, immediate emails will be sent outside of the Task Digest to ensure users are aware of work that's due within a tight timeframe.
Users will also be emailed immediately when their settings are set to remind them when the task before theirs has been checked off and their task is up next.
If there are multiple changes, these updates will be bundled into a single notification. Each email contains descriptions of the the task change the user is being notified about (e.g. deadline shortened, task reopened, new task assigned, etc.)
You do not need to update any setting or follow content or discussions to receive real time task notifications.
Comments and @mentions can be made on Ideas, Content, and Initiatives. Users will receive emails whenever they are @mentioned and can also receive emails for other comments made to content or initiatives when they are subscribed to a discussion.
The email you receive for @mentions will be from the person that @mentioned you. Replying to the email will add your response to the discussion.
When multiple comments are made in a short amount of time, the comments will be collected into a single email.
Subscribing to Discussion Emails
If you would like to receive emails for other comments made on content or initiatives, an option to subscribe to discussion emails has been added. When you are a content creator or author, or when you leave a comment you are automatically subscribed to the discussion. To unsubscribe you simply de-select the check box.
Your notification settings combined with which discussions you subscribe to determine if you receive discussion emails (you do not need to follow content to receive them.)
Only your notification settings determine if you get @mention emails (you do not need to subscribe to discussions or follow content to receive them.) See the section on notifications settings for more information.
Status digests provide an excellent solution to managing many aspects of content creation within Kapost. Status digests can be delivered daily (4pm local time) or weekly (Friday at 4pm local time. )
A status digest includes a high level summary of multiple pieces of content in a single email. For a single piece of content you can see how many tasks are remaining, how many tasks have been completed, how many tasks are overdue, and how many comments have been added to the content activity feed. The next task for the content asset is highlighted with additional information on who is assigned and by what date/time. Digests also include details for when content is published. Each piece of content can be easily opened in Kapost by clicking the linked title.
To receive information about a piece of content in a status digest, simply click the Follow button on the content details page.
You can decide not to follow content by selecting the Unfollow button in the Status Digest or on the content details page.
Status Digests also include information about recently created content. You can choose to follow a piece of content directly from the listing of recently created content. The types of content that display in this listing are determined by your Notification Settings.
Your notification settings combined with what content you're following determine if and when you receive status digests. See the section on notification settings for more detail.
Default Notification Settings
Your default notification settings will be:
- Digest task notifications (daily and weekly)
- Digest status notifications weekly
- Email alerts will be the same as what you had selected previously (new idea, user requested access, Kapost service updates, user accepts invite)
- Discussion and @ mention notifications are enabled
Notification settings can be edited within your Profile. To access settings
- Click your profile avatar
- Select View Profile
- Select Edit Profile
- On your profile page select the Email Notifications tab.
This page contains the following settings:
- Daily and Weekly Digest Settings for both Task and Status Digests
- Email Alerts for Systems and Users
- Email Alerts for New Conversations
Status Digest Settings
Status Digests can be configured to be sent daily, weekly, or not at all. Daily delivery is at 4pm local time and Weekly is delivered at 4pm local time on Fridays only.
Note: If 'Never' is selected, you will not receive status digests even if you follow content.
To receive updates when new content is created in the Status digest, use the menu to choose the content types you're interested in seeing.
Task Digest Settings
Task Digests can be configured to be sent daily, weekly, daily & weekly, or not at all. Daily delivery is at 6am local time and Weekly distribution is at 6am local time on Mondays only.
Email Alert Settings
Email notifications for system updates or user updates can be configured in Email Alert settings. Options include email notifications for:
- Kapost user access requests
- Kapost invited user joins Kapost
- Ideas proposed by a user
- Kapost service updates
Discussion Email Settings
Discussion email notifications can be configured in the New Conversations settings. Options include:
- Email notification when a comment is made on a discussion you’re subscribed to
- Email notification when you’ve been @ mentioned
Note that if these options are unchecked you will not receive notifications even if you subscribe to a discussion or when someone @ mentions you.
Task Update Settings
Task Update notifications can be configured in the Task settings area. Options include:
- Email notification when content has been submitted and your task is next. (This is only when the submit button is clicked)
- Email notification when the task before yours is completed and your task is up next.
Note that if these options are unchecked you will not receive notifications even if you your task is up next.