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Managing your notifications

A notification is a message that alerts a user to changes to information in NexJ CRM that are relevant to them. You can receive notifications in the notifications stream, the Recent Unread Notifications list, and by email.

You may receive notifications when information is added to a field or changed in a field related to the following subject areas, depending on the configuration of your system:

  • Call records
  • Contacts, companies, and households
  • Documents
  • Events, event meeting feedback, event meeting requests, and event schedule items
  • Leads and opportunities
  • Schedule items and tasks
  • Service requests

A subject area is a scope which defines the focus of tasks that a user can perform in NexJ CRM .


Business administrators define the conditions under which you receive notifications. Those conditions may include:

  • Having a specific role in relation to the field information that has been added or changed. For example, you have a sales role in a coverage team.
  • Being designated as a recipient by the business administrator.
  • Being added to a notification by the user who added or modified the information in the field.

A business administrator can also configure an email notification so that it contains a link to the object record for which the notification was generated. After a user has opened the email notification, the user can click on the link to open the record in NexJ CRM .

Even though your business administrator can still configure some notifications to allow you to modify the recipients list for event schedule item, schedule item, and task notifications, this feature has been deprecated.

Viewing notifications

You can view your notifications in the Notifications sidebar and in the Recent Unread Notifications list. Click a notification's title to open the record associated with the notification in a workspace.

A number displays on the View All Notifications button to indicate the number of unread notifications in your notifications stream. If you have any notifications, the View All Notifications button turns red and the number indicates the number of notifications, for example . The icon stays red as long as you have any notifications in the notifications stream.

Clicking the number opens the Notifications sidebar where you can view and manage notifications in the notifications stream. You can also view a list of your most recent unread notifications by clicking the down arrow beside the View All Notifications button .
To view your notifications:

  1. Do one of the following:
    • To view your notifications, click the number that displays on the View All Notifications button  in the navigation toolbar. The Notifications sidebar slides open to display your notifications stream. To close the sidebar, click the right arrow  beside Notifications.
    • To view your ten most recent unread notifications, click the down arrow beside the View All Notifications button . The Recent Unread Notifications list opens. To view the rest of your notifications, click View All beside Recent Unread Notifications to open the Notifications sidebar.
    Notifications are grouped and sorted by date in the order that they are received. Each notification displays a title, description, and timestamp. The timestamp indicates the amount of time since the notification was sent.
  2. To view more details about a notification, in the Notifications sidebar, hover your cursor over the notification's title.
    A tooltip displays additional information for the record that you are notified about.
  3. To open the record associated with a notification, do one of the following:
    • To dock the record in a new workspace, in the Notifications sidebar, hover your cursor over the notification's title, then click Dock in the tooltip. A new workspace opens and displays the record.
    • To view the record in the corresponding workspace for the record type, in the Notifications sidebar or Recent Unread Notifications list, click the notification's title. For activities, the Edit dialog for the record opens and displays the record. For all other record types, a docked workspace opens. For example, click the title of a notification for a lead to navigate to display the associated lead record in a docked workspace.

You have reviewed your notifications.

Filtering notifications

The notification stream displays inside the Notifications sidebar. You can filter the notification stream contents by notification type. You can choose to see notifications for any of the following subject areas:

  • Business Process
  • Call Record
  • Company
  • Contact
  • Document
  • Event
  • Event Meeting Feedback
  • Event Meeting Request
  • Event Schedule Item
  • Household
  • Lead
  • Parent Opportunity
  • Product Opportunity
  • Schedule Item
  • Service Request
  • Task


To filter your notifications:

  1. In the Notifications sidebar, select a subject area from the Any Subject Area drop-down.
  2. [Optional] You can use an additional filter to show only unread notifications by selecting Show unread notifications only .

The contents of the notification stream is filtered to show only the specified notifications.

To undo the filter for the notifications, select Any Subject Area from the drop-down. You can automatically refresh the list of notifications when you need to by clicking the Refresh button .

Deleting notifications

You can delete notifications from the notification stream using the Notifications sidebar.

To delete notifications:

  • To delete notifications one at a time:
    1. Open the Notifications sidebar.
    2. Click the Options button for a notification and select Clear in the notification.
  • To delete all notifications from the stream:
    1. Open the Notifications sidebar.
    2. Click the Options button  at the top of the stream and select Clear All Notifications .

      If you have filtered the notification stream, then selecting Clear All Notifications will only delete those notifications currently displayed in the stream. Notifications hidden by the filter will remain unaffected.

    3. Click Clear in the confirmation dialog that appears.

The notifications are deleted.

Turning notifications off and on

You can control what you are notified about by turning off individual notifications so you will no longer receive them.

To turn off a notification:

  1. You can use the following methods:
    • In the notifications stream, click the Options button , and select Turn Off for the notification.

      The Turn Off option is disabled for mandatory notifications.

      After you turn off a notification, Turn Off for the notification changes to a Turn On option, which allows you to turn back on the notification in the future.

    • From an email notification, click Unsubscribe .

      The Unsubscribe link is not available in mandatory notifications.

  2. You will be prompted to confirm that you want to turn off this notification. Click OK to confirm. For an email notification, click Close to return to your email application.


You will no longer receive the notification.

You can click the Options button  in the navigation toolbar, select User Preferences , and the Notifications tab to review the notifications that you have turned off. You can use these preferences to turn off additional notifications by subject area, or turn notifications back on by selecting the checkbox for the notification in the Turn On column.

Taking action directly from a notification

In an email notification, you can click a link to open a record in NexJ CRM if the link has been configured by a business administrator. In the notifications stream in NexJ CRM , you can take additional actions using quick responses.

The quick responses that are available differ depending on the notification's subject area. Your administrator can enable the following quick responses for individual notifications:

Add follow-up
Adds a follow-up task to the record associated with notification.

Your administrator can enable Add follow-up quick responses for call record, contact, document, event feedback, lead, opportunity, schedule item, or task notifications.

Add to call list
Adds the contact or lead associated with a notification to a call list.

Your administrator can enable Add to call list quick responses for call record, contact, document, event, event schedule item, event feedback, lead, opportunity, schedule item, or task notifications.

You can add a contact to multiple call lists. A lead can belong only to a single call list. If the lead already belongs to a call list, then the Add to call list quick response is disabled.



Add note
Adds a note to the record associated with a notification.

Your administrator can enable Add note quick responses for contact, event, lead, or opportunity notifications.

Add call record
Adds a call record to the record associated with a notification.

Your administrator can enable Add call record quick responses for contact, document, event schedule item, event feedback, lead, opportunity, schedule item, or task notifications.

Approve
Approves a business process approval request.

Your administrator can enable the Approve quick response for business processes approval steps.

Reject
Rejects a business process approval request.

Your administrator can enable the Reject quick response for business processes approval steps.

Mark as complete
Marks the record associated with a notification as complete.

Your administrator can enable Mark as complete quick responses for call record, document, schedule item, or task notifications.

To take action directly from a notification:

  1. From the notifications stream in the Notifications sidebar, select a notification.
  2. Quick responses enable users to take a quick action directly from a notification, rather than by navigating to a record in NexJ CRM . Select a quick response from one of the following locations:
    • Select a quick response directly from the notification. For example, if the Follow-up quick response is available, you could select Follow-up to add a follow-up task to a notification.
    • Click the Options button  and select a quick response from the shortcut menu.

      The full list of quick responses for a notification is available from the menu that opens from the Options button . Up to two quick responses also display inside the notification.

  3. In the dialog that opens, complete tasks associated with the quick response. For example, if you confirm that you rejected an approval request you will need to add a comment explaining why. Click OK .

You have performed a task directly from a notification.

Marking notifications as read

Unread notifications are shown with a Mark as Read button  in the Notifications sidebar and Recent Unread Notifications list. You can mark notifications as read so you can focus on responding to unread notifications.

Notifications are marked as read by the system when you use quick responses in notifications or when you manually mark the notifications as read.

To mark a notification as read:

  1. Open the Notifications sidebar or Recent Unread Notifications list.
  2. Locate the notification you want to mark as read.
  3. Click the Mark as Read button
    The notification is marked as read with a read icon .

Marking all notifications as read

Notifications are marked as read either when you reply to a message in them or when you manually mark them as read. If you have a lot of notifications that you will not reply to, but want to mark as read, you can mark them all read at the same time.

To mark all of your notifications as read:

  1. Open the Notifications sidebar.
  2. Click the Options button  and select Mark All Read .

All of the notifications in your Notifications sidebar are marked as read.