Notifications Based on the Result of a Formula
Learn how to build notifications that are based on the calculation result of a formula.
Be aware: Notifications can only be configured by users with admin access to Plecto.
A notification based on the result of a formula is triggered by a calculated result. This type of notification triggers whenever the result of a formula matches a defined value, for example, when the sum of all sales equals the sales target. The formula result is calculated every time a registration is added or updated in the data source.
- Give the notification a name, and select Send notifications based on > The result of a formula.
- Select the formula based on which you want the notification to trigger.
Tip: To avoid that the notification triggers each time the registration and thus the formula output is updated, we recommend adding at least one filter. Read the section below on how to add notification filters.
If you add a filter, the notification will only trigger once the filter conditions are met. This allows the notification to seek specific formula results based on your KPIs. For example, the sum of all sales, number of closed deals, increase in daily/monthly/etc. revenue, average call duration, and others. You can also use filters as your targets.
An example of a filter that is added to the formula "Monthly Recurring Revenue (MRR)." The notification will trigger when the formula result outputs a value greater than 5000. In this example, 5000 is manually set as a target value for the MRR formula.
Note: You can choose to add one or multiple filters to set up very specific conditions for when the notification should trigger.
The available filtering functions are:
- equal to (=)
- not equal to (!=)
- less than (<)
- greater than (>)
- changed by
The "changed by" function calculates the difference between the previous result and the new result in the formula output. It is useful when you want to keep track and get notified about the progress changes within your KPIs.
For example, there is a current formula result that displays the sum of all sales: 250. When setting up a notification, you add a filter "Changed by 50." The notification will trigger whenever the formula result is increased or decreased by 50 or more.
To further exemplify, let's say you update a registration in your data source, and:
- The new formula result is 300 (or more) > The notification will trigger.
- The new formula result is 200 (or less) > The notification will trigger.
- The new formula result is 275 > The notification will not trigger because the value has not been changed by 50 or more.
Be aware: The "changed by" function requires the formula output to change once for the notification filter to get activated. It means that to trigger the notification, the formula output must change a minimum of 2 times since the notification was created.
If your notification is based on the result of a formula, you can set a limit to how often the notification triggers once the filter conditions are met. The notification limit also frames the time period that is used to calculate the formula. It means that the notification will only look at data within the selected time and be triggered one time once the conditions are met. You can choose to limit your notification to:
- No limit
- Once per day
- Once per week
- Once per month
- Once per quarter
For example, if you work with monthly-based sales, it can be relevant to limit the notification to trigger once per month. The notification will look at monthly data from the time you enable it, trigger once the value is reached, and reset the next month.
Limiting your notification will make sure it is not triggered each time it updates or a formula outputs a value above your target.
Be aware: If you limit the notification, it will trigger as soon as the filter condition is reached. The same notification will not continue triggering for each new formula update that also matches the filter condition.
If you do not limit the notification, Plecto will use data from the current day to calculate the formula, and the actions will run every time your data changes or whenever the formula outputs a value above your target/filter condition.
This setting allows you to select the starting date and time from which the notification will be enabled. Meaning, the notification will look at new registrations that are created from that point on.
For example, if you enable the notification from the 1st of April 2021, all the registrations that meet the filter conditions and are created on or after the 1st of April can trigger the notification. If you go back and update registrations that date before April 1st, it will not trigger the notification.
This allows you to prevent old updated values from triggering the notification.
An example of "Enabled from this date" field.
The default "Enabled from this date" time is the moment you create a new notification. Therefore, make sure to adjust the date as well as the time.
Be aware: "Enabled from this date" will use the default date field from your data source. The default date can be configured on integration data sources. If you are using manual data sources, the default date is usually the "Created date," meaning the date when the registration was created.
Read about Date Modifiers to learn how to change the default date in a manual data source.
When setting up a formula-based notification, you can select how to compare the formula result. The main difference is whether the formula looks at the results for each team and employee together or separately.
An example of the three options for comparing the formula result.
For all selected teams
With this option, the formula will be calculated for all the selected teams together. If the result of all the selected teams matches the filter conditions, the notification will trigger. If you choose this option, click in the "Teams" field and select the teams from the list.
Notification that compares to formula result for all selected teams will trigger individually for each employee of the selected team. It is due to the formula looking at each employee instead of the entire team when calculating data.
Please note: You must select each individual team you want the notification to trigger for. If you only select the parent team, it will not prompt the notification to trigger for its sub-teams.
For each selected team
This option makes the formula calculate data for each team separately. If the result of one of the selected teams matches the filter condition, the notification will trigger for that team.
It is also possible that several teams match the condition. In that case, the notification will trigger for each team that has succeeded. If you choose this option, click in the "Teams" field and select the teams from the list.
Note: If an employee is part of multiple teams, they may receive the same notification several times, meaning whenever each respective team matches the filter condition and therefore triggers the notification.
For each selected employee
This option allows you to enable the notification for individual employees. If the formula result of an employee matches the filter condition, the notification will trigger. If you choose this option, click in the "Employees" field and select the employees from the drop-down list.
If you deactivate an employee profile, Plecto will automatically remove the employee from the notification. Alternatively, if you decide to reactivate the employee profile, you will have 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:
An example of the different notification actions in Plecto.
To select an action, click on the desired action box. An options window will open. Each action has different fields and settings in the options window that you need to fill out. Once you have selected the notification actions, all you have to do is click the "Save" button at the bottom-right of the page.
Congratulations! 🎉 You have set up a notification based on the result of a formula!