Managing Alerts with Notification Schemes

Smart Alerts, Not More Noise

In a busy work environment, too many notifications create noise, causing team members to miss the updates that truly matter. The key to effective collaboration isn’t more alerts, it’s smarter alerts. Notification Schemes are Luklak’s solution for intelligent alert management. They run in parallel with Permission Schemes to control who gets notified when specific actions occur, ensuring the right people get the right information at the right time.

A Notification Scheme is a reusable set of rules, defined in a 📋 Function, that determines who gets an alert when a specific action happens to an 🧊 Object.

How Notification Schemes Work

Notification Schemes use the same powerful “Action -> Recipient” logic as Permission Schemes. However, their purpose is different:

Permission Schemes ask: “Is this Recipient allowed to perform this Action?”
Notification Schemes ask: “When this Action occurs, which Recipients should be informed about it?”

This separation is powerful. For example, a project manager may not have permission to transition a task to DONE, but a Notification Scheme can ensure they are always alerted the moment a team member does.

Built-in Schemes for Common Use Cases

To get you started quickly, Luklak provides four pre-configured Notification Schemes that cover the most common communication patterns.

1. Notify all actions to all viewers

The “loudest” setting. Every action on any Object (edits, new messages, etc.) sends a notification to everyone who can view that Object. Best for small, highly-engaged teams where everyone needs to know everything.

2. Notify all actions to direct assignees

More focused. Every action on an Object sends a notification, but only to the people directly assigned to that Object (e.g., in the “Assignee” or “Reviewer” fields).

3. Notify key actions to direct assignees

A balanced default. Only important actions (like status changes, @mentions, or new messages) will trigger notifications, and only for the direct assignees. This reduces noise from minor edits.

4. Notify key actions to key assignees

The “quietest” setting. Only the most important actions trigger notifications, and only for key Roles like “Manager” or “Approver”, not every single assignee. Ideal for high-level oversight.

Creating a Custom Notification Scheme

When you need more precise control, you can build your own Notification Scheme from scratch. The process is nearly identical to creating a Permission Scheme.

Custom schemes allow for powerful workflows. For example, you can create a rule that when an Object’s Priority field is set to “Critical”, a notification is automatically sent to the “Senior Leadership” Group.

# Tutorial: Creating a Custom Notification Scheme

! Important: You must have the appropriate Business Privilege (e.g., Admin) to create and manage global Notification Schemes.

## Section 1: Create the Scheme

1.  **Navigate to Notification Schemes**
    Go to `Global Settings` > `Permissions & Notifications` > `Notification Schemes`.

2.  **Create New Scheme**
    Click `Create New Scheme` and give it a descriptive name.

## Section 2: Build Your Notification Rules

1.  **Add Your First Rule**
    In the scheme editor, click `Add Rule`.

2.  **Define the Action and Recipient**
    First, select an **Action** that will serve as the trigger (e.g., `Create Object`). Then, select the **Recipients** who should receive an alert when this action happens (e.g., the `Role` "Project Manager").
    ![The rule builder interface showing a user selecting the "Create Object" Action and assigning the notification to the "Project Manager" Role.](https://via.placeholder.com/1200x600.png/000000/FFFFFF?text=Step%202:%20Configure%20Rule)

3.  **Save the Scheme**
    Continue adding rules as needed. When finished, save the scheme. It is now available to be selected in the settings of any `📋 Function`.

What’s Next?

You have now mastered Luklak’s complete governance framework. You can confidently control who can perform actions and who gets notified, creating secure and efficient workflows.

Review the complete security model: Return to the Permissions Overview
Refresh your knowledge on the parallel concept: Review How Permission Schemes Work

Platform Overview

Universal Lego Blocks

Function Design

Use & Operate

Smart Alerts, Not More Noise

How Notification Schemes Work

Built-in Schemes for Common Use Cases

1. Notify all actions to all viewers

2. Notify all actions to direct assignees

3. Notify key actions to direct assignees

4. Notify key actions to key assignees

Creating a Custom Notification Scheme

What’s Next?

​Smart Alerts, Not More Noise

​How Notification Schemes Work

​Built-in Schemes for Common Use Cases

1. Notify all actions to all viewers

2. Notify all actions to direct assignees

3. Notify key actions to direct assignees

4. Notify key actions to key assignees

​Creating a Custom Notification Scheme

​What’s Next?

Smart Alerts, Not More Noise

How Notification Schemes Work

Built-in Schemes for Common Use Cases

Creating a Custom Notification Scheme

What’s Next?