Notifications Based on a New or Updated Registration

Learn how to create notifications that trigger based on a new or updated registration in your data source.

Last updated: April 6, 2022

Permission required

Only Global Admins and employees with access to the Notifications feature can create and manage notifications in Plecto. Learn more in Introduction to Permissions.

A notification based on a new or updated registration triggers from a single registration. You can add filters to make your notification trigger only when the registration matches a defined value or a target. If no filters are added, you will get an instant notification about any changes in your data source.

  1. Go to Gamification > Notifications+ New notification in Plecto.
  2. Give the notification a name.
  3. Select Send notifications based on > A new or updated registration.
  4. Select a data source.
  5. (Optional) Add one or more filters.
  6. Select and enable the notification either for teams or employees.
  7. Add notification actions.
  8. Save your notification.
Tip – Add filters

We recommend adding at least one filter to avoid that the notification triggers every single time the data source updates.

If you add a filter to the notification, the notification will only trigger when a registration field meets the filter conditions. Here are some examples of possible filter conditions:

  • The status of a sales opportunity is changed to "won" (Status* = won)
  • Field value is 5000 (or more) (Amount* > 4999)
  • An employee receives a positive rating (Score* > 8)

*examples of field names in a data source

You can choose to add one or multiple filters to create precise conditions for when the notification should trigger. You can also use filters as your targets.

Notification - Positive Ratings - Trigger

The notification will trigger when the value in the field "Score" is greater than 8.

How to add a filter
  1. Click on the "+ Add filter" button under "Filter."
  2. Choose a field from the data source you have previously selected.
  3. Choose a filtering function.
  4. Input the value that you want to filter on. The value can be a decimal number, text, or date.
Filtering is case-sensitive

The filtering is case-sensitive, so you should make sure to type the text and date filters exactly the same way as they are displayed in your data source.

Available filtering functions

  • equal to (=)
  • not equal to (!=)
  • less than (<)
  • greater than (>)
  • changed by

Changed by

The "changed by" function allows you to keep track of the changes in your registration. It calculates the difference between the existing and the updated registration value.

For example, your registration shows that an opportunity is worth 2000. If you add a filter Amount changed by 500, the notification will trigger whenever the registration is updated, and the value in the field "Amount" is increased or lowered by 500 or more. Here's how it works:

  • The field "Amount" gets updated to 2500 (or more): The notification will trigger.
  • The field "Amount" gets updated to 1500 (or less): The notification will trigger.
  • The field "Amount" gets updated to 2035: The notification will not trigger because the value hasn't changed by 500 or more.
Be aware

Plecto needs to recognize that you've applied a "changed by" filter. For it to happen, the data source needs to update one time after you've saved the notification. It means that the notification will trigger from the second time your data source updates.

Plecto will look for notification triggers starting from this date and time. It is important to know the default date field in your data source to ensure that the notification gets set up properly. Plecto automatically adds date and time in this field, which is the moment you have created the notification. Make sure to adjust this field based on your needs.

Notification - Enabled From This Date

For example, if you enable the notification from the 1st of January 2022, all registrations created or updated on or after the 1st of January can trigger the notification. This allows you to make sure that updates in older registrations do not trigger the notification.

Default date

The "Enabled from this date" refers to the default date field in your data source. The default date serves as a point of reference that determines what data Plecto should include in the calculation.

Most integration data sources allow you to change the default date in the data source settings. In manual data sources, the default date is usually the "Created date." Learn more in Default Date Used in Formulas.

  • Enable for selected teams: Plecto will look for notification triggers within these teams. It's enough to add the parent teams here – the sub-teams will trigger the notification even if they are not added.
  • Enable for selected employees: Add specific employees to the notification.
  • Enabled for selected teams: If the notification is enabled for selected teams and the deactivated employee is part of them, no changes will apply once you deactivate the employee profile. Plecto doesn't automatically remove teams from the employee profiles once they get deactivated.
  • Enabled for selected employees: Plecto will automatically remove all deactivated employees from all notifications that are enabled for them. If you reactivate an employee profile, you need to add the employee back to the notification manually.

Plecto allows you to select from a variety of notification actions - choose one or combine several - it's up to you! These are the currently available notification actions:

Notification Action Menu

An example of the different notification actions in Plecto.

To add an action, click on one of the action boxes. Each action has different fields and settings that you need to fill out. Once you have set up the notification actions, all you have to do is click Save.

Want to create a notification based on the result of a formula? Learn more in this article.

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