How to Set Up Notifications and Alerts

When Should I Use This?

Use notifications and alerts when you need to:

• Configure the portal’s “account creation” and “forgot password” email notifications. 

• Set up automatic notifications that go out to applicants at each stage of your program workflow. 

• Confirm who is responsible for creating and editing Portal Notifications in your portal.

Step-by-Step Instructions

Configure the portal’s default email notifications

1. Go to Portal Settings under Manage Program (organization-level settings). 

2. In the left sidebar, select Notifications. 

3. Click Create Default Notifications. 

4. Confirm the default notifications you’re configuring:

   • Account creation (sent when applicants sign up for a program). 

   • Forgot password (sent when applicants need to reset passwords). 

5. In Actions, select the option to edit the notification content.

Understand who can configure notifications

1. Confirm whether you are a System-Assigned Portal Admin.

2. If you are a Portal Admin, you can create and edit Portal Notifications as part of managing the portal. 

3. If you need stage-based workflow notifications, confirm you have the appropriate role:

   • Process Admin Team Members can create a list of configured automatic notifications that go out to applicants at each workflow stage.

Common Mistakes to Avoid

• Assuming default notifications are program-specific. The default “account creation” and “forgot password” notifications are described as high level, tied to the portal and not to a particular program. 

• Trying to manage Portal Notifications without Portal Admin oversight. Portal Admin responsibilities include creating and editing Portal Notifications. If you don’t have that role, you may not be able to complete these steps.

Best Practices for FORWARD Direct Users

• If you’re configuring portal notifications, make sure the right people are assigned as Portal Admins, since Portal Admins are responsible for creating and editing Portal Notifications. 

• Use Create Default Notifications when you need the standard portal emails for applicant sign-up and password reset. 

• If your goal is workflow-stage messaging (not just portal emails), confirm you’re working with a Process Admin Team Member, since those users can configure automatic workflow-stage notifications to applicants.

FAQ

Who can create or edit portal notifications?

System-Assigned Portal Admins are responsible for creating and editing Portal Notifications in the portal. 

What do the default notifications cover?

Default notifications are pre-formatted emails tied to the portal for account creation and forgot password (password reset). 

Are default notifications tied to a specific program?

No. The default notifications are described as high level, tied to the portal and not to a particular program. 

What are workflow-stage notifications used for?

They are configured automatic notifications that go out to participants (applicants) at each stage of the workflow.