Set which email notifications staff accounts receive

Control which email notifications each staff member receives to ensure the right team members stay informed, without unnecessary inbox noise. Notifications can be tailored per user based on their role and responsibilities.

In this article

• Prerequisites
• Why configure staff email notifications?
• Set which notifications a staff member receives
• Available notification types
• Best practice tips
• Troubleshooting
• FAQs
• Additional resources

Prerequisites

Why configure staff email notifications?

Configuring staff notifications ensures each team member only receives emails relevant to their role, helping streamline communication and reduce distractions.

• Reduce inbox clutter by disabling unnecessary notifications
• Improve response times by routing key updates to the right staff
• Control visibility of customer interactions and order updates

Set which notifications a staff member receives

1. Log into your DecoNetwork Website.

2. Browse to Admin → Account.

   

   

3. Select Staff Accounts.

   

   The list of existing staff accounts is shown with their details, including username and assigned roles.

   

4. Click on the Edit button beside the staff account whose email notifications you wish to set.

   The Edit Staff Account page is displayed, allowing you to edit the details of the staff account.

   

5. Scroll down to the Roles and notifications section.

   
   

6. Untick the Use Default Notifications checkbox.

   The checkboxes of the individual email notifications will be enabled.

7. Untick the checkboxes of the email notifications you do not want the staff account to receive and make sure the checkboxes are ticked for the email notifications you do want the staff account to receive.
8. Click Save.

Available notification types

Each notification type controls whether the selected staff member receives that specific email alert. You can enable only the notifications relevant to the staff member’s role.

• Internet Order: Sends an email when a new order is placed through the website.
• Order Payment: Sends an email when payment is received for an order.
• Failed Order Payment: Sends an email when an order payment attempt is unsuccessful.
• Inventory Warning: Sends an email when stock-related warning conditions are triggered.
• Quote Requested: Sends an email when a customer requests a quote.
• Quote Approved: Sends an email when a quote is approved.
• Quote Rejected: Sends an email when a quote is rejected.
• Internal Note: Sends an email when an internal note is added to a  quote or order.
• Note from Customer: Sends an email when a customer adds a note to an order or related record.
• Customer Enquiry Reply: Sends an email when a reply is made to a customer enquiry.
• Outsourced Production Item Received: Sends an email when an outsourced production item is marked as received.
• Waste Recorded: Sends an email when production waste is recorded.

• Customer Email Replies: Sends an email when a customer replies to an order-related email notification.

  Disabling Customer Email Replies does not stop customer replies from being recorded in Business Hub. It only prevents them from being sent as email notifications to the staff member.
• Artwork Created: Sends an email when an artwork task is created.
• Artwork Uploaded: Sends an email when artwork is uploaded.
• Artwork Sent to Customer: Sends an email when artwork is sent to the customer for review or approval.
• Artwork Approved: Sends an email when artwork is approved by the customer or marked approved.
• Artwork Rejected: Sends an email when artwork is rejected.
• Artwork Cancelled: Sends an email when an artwork task is cancelled.
• Artwork Customer Contacted: Sends an email when the customer is contacted regarding artwork.
• Artwork Customer Sent Message: Sends an email when the customer sends a message related to artwork.
• Artwork Reopened: Sends an email when a previously closed artwork task is reopened.
• Campaign Created: Sends an email when a campaign is created.
• Campaign Ready: Sends an email when a campaign is flagged as ready.
• Campaign Production: Sends an email when a campaign moves into production.
• Campaign Closed: Sends an email when a campaign is closed.
• Campaign Cancelled: Sends an email when a campaign is cancelled.
• Campaign Owner Contacted: Sends an email when the campaign owner is contacted.
• Campaign Owner Sent Message: Sends an email when the campaign owner sends a message.
• Refund Created: Sends an email when a refund is issued.

Best practice tips

• Assign notifications based on role. E.g., production staff should focus on production and artwork events, while sales staff should receive customer and quote-related updates
• Use a consistent notification setup across similar roles to ensure team members handle tasks uniformly
• Periodically review notification settings to keep them aligned with changing responsibilities and workflows
• Avoid enabling all notifications by default. Only select what is necessary to reduce noise and improve focus
• Ensure at least one responsible team member is assigned to each critical notification type (e.g., payments, artwork approvals, production updates)

Troubleshooting

• Not receiving notifications?: Ensure Use Default Notifications is unchecked and the required options are selected.
• Too many emails?: Disable non-essential notifications such as Customer Email Replies or internal updates.
• Missed a customer reply?: Check the order in Business Hub → Orders to view communication history.

FAQs

Will disabling Customer Email Replies stop customer communication?
No. Customer replies are still recorded and visible within Business Hub. They are just not emailed to the staff member.

Can I apply notification settings to multiple staff members at once?
No. Notification settings are configured individually per staff account.

What happens if Use Default Notifications is enabled?
The system will apply default notification settings, and individual options cannot be customized. To modify notification preferences, disable ‘Use Default Notifications’ and adjust the settings as required.

Additional resources

• Staff account role access and permissions
• Turn off certain email notifications for staff accounts
• View customer email history