When You Receive Which Notification

All events that Bpanda reports: who receives the notification, which category it appears in, and whether it is sent by email immediately or in the daily summary.

Which notifications you receive depends on your roles and your subscriptions. Whether a notification becomes an email depends on the event: most are bundled once a day, five urgent ones are sent immediately.

How to read the tables

Who receives the notification: “Subscribers” are all users who have subscribed to the process or the review, either themselves or through Bpanda, see Notifications. “You” means: the notification goes to the person concerned by the event. They do not need a subscription for it.
Category: the filter in the Messages tab.
Email: daily means the notification is included in the next daily summary if it is still unread by then. Immediately means you receive an additional separate email shortly after the event. None means the event appears only in Bpanda.

Jobs

Event	Who receives the notification	Category	Email
A job is assigned to you	You	Personal	immediately
A job can be taken	everyone who can take over the work step: the group, the organizational unit, or the area of responsibility (lane)	Personal	immediately

See Finding jobs and Assigning work steps.

Reviews

Event	Who receives the notification	Category	Email
A review is started	Review Owners and Review Participants	Review	immediately
A Review Owner writes to all participants	Review Owners and Review Participants	Personal	immediately
You are subsequently added as a Review Participant or Review Owner	You	Personal	daily
You are removed from a review	You	Personal	daily
Feedback, a reply to feedback, or a rating is submitted	Subscribers of the review	Review	daily
The deadline of the review is changed	Subscribers of the review	Review	daily
The review is ended	Subscribers of the review	Review	daily

Bpanda creates the subscription to a review for all owners and participants when the review starts and removes it when the review ends. See Opening a review.

Processes

Event	Who receives the notification	Category	Email
A new process or a new revision is imported	Process Owners, the person who imported, subscribers of the process	Import	daily
An import fails or does not result in a new revision	the person who imported	Import	daily
A process version is published	Subscribers of the process	Process	daily
The validity of a version is changed	Process Owners, BPM Managers, the person who made the change, subscribers of the process	Process	daily
A process version expires	Process Owners	Personal	daily
A process is hidden or shown	Process Owners, BPM Managers, the person who triggered it	Process	daily
An attachment is added to the process or to an element	Subscribers of the process	Attachment	daily

Questions and Answers

Event	Who receives the notification	Category	Email
Someone asks a question about a process	Subscribers of the process	Q&A	immediately
Someone answers a question	everyone who asked the question, has already answered, or has upvoted the question or an answer	Q&A	daily

Process Owners and Process Participants also receive a task for a new question under My Tasks, see When You Receive Which Task.

Roles

Event	Who receives the notification	Category	Email
You become Process Owner or Process Participant of a process, or the role is revoked from you	You	Personal	daily
You become Process Contributor of a process, or the role is revoked from you	You	Personal	none
You become BPM Manager or Designer of the Process Space, or the role is revoked from you	You	Personal	daily
You are assigned a role in an organizational unit: owner, deputy, or member	You	Organization	daily

See Defining roles on the process and Roles and authorizations.

Organization and Drafts

Event	Who receives the notification	Category	Email
The organizational structure is updated	BPM Managers	Organization	daily
The update of the organizational structure fails	the person who started it	Organization	daily
You are added as a participant to a draft or a process map	You	Personal	none
Someone joins a draft or a process map you are participating in	the participants of the draft	Personal	none

Bpanda shows announced maintenance windows to all users as a banner in the header area, not as an email.

The email rules

The daily summary. Once a day, usually in the morning, Bpanda checks for each Process Space which of your notifications from the last 24 hours are still unread and sends them to you as a single email with the subject “Recent activities in your Process Space ‘<Process Space>’”. The email groups the notifications into New Tasks, Activities in Subscribed Processes, Activities in Subscribed Reviews, and Direct Notifications and links to My Tasks and Notifications. Anything you have already read in Bpanda is not included; if there is nothing unread, no email is sent. Each notification appears in at most one summary, the first one after it arrives. An older one that you set back to unread is no longer included in any email.

The immediate email. For the five events marked immediately in the tables, Bpanda does not wait for the next summary. It checks at short intervals, usually within half an hour, whether such a notification is unread and sends it as a separate email with the same subject. It checks each notification only once, on the first pass after it arrives. If it remains unread, it appears again in the summary the next morning. Anyone who has already opened the job or the review in Bpanda no longer receives an email about it.

Prerequisites. Only users who have been invited to the Process Space and whose account has an email address receive emails. The sender is notifications@bpanda.com; replies to this address are not processed. There is no setting to turn off emails. If you want to receive fewer emails, end subscriptions or read your notifications in Bpanda before the summary is sent.