The Notifications feature helps teams stay informed and on track by sending automated email alerts based on form activity, technology milestones, agreement timelines, and more.
Accessing Notification Settings
- Navigate to Settings within the Inventions module.
- Click on Notifications.
- From this page, view, edit, add, or remove notification rules by selecting the desired option.
Adding a New Notification
- Select the relevant event type from the dropdown menu (e.g., Invention Disclosure Form: Draft Reminder, Agreement Request Form: Submitted).
- Select the Add button to create a new notification.
- Customize the following fields:
- Description (optional): Add a short internal note about this notification.
-
To: Select recipients such as |allInventors|, |formCreator|, System Admins, etc.
Important: When using multiple variables in the To: field, make sure to separate them with a semicolon followed by a space.
- Correct format: |allInventors|; |formCreator|
- Incorrect: |allInventors|;|formCreator| - From: Typically this will be |inventionsMailbox| or another designated sender.
- Subject: Customize with dynamic fields like |formTitle|.
- Body: Write the email message, including tokens like |formCreatedDate|, |formEditLink|, or |institutionName| for auto-filled content.
- Example body:
We are checking in regarding the online form titled |formTitle| which you started on |formCreatedDate|.
If you do not plan to complete/submit your form, please use this link to withdraw it: |formEditLink|
- Enable the following, if desired:
- Trigger timing using the Days After or Days Before field, depending on the notification type.
- Recurring to send this message at multiple intervals (e.g., 30 and 60 days after draft start).
Editing or Removing Notifications
- To edit an existing rule, click on the rule and update the relevant fields.
- To remove a rule, click Remove next to it.
- To temporarily disable, click Disable — the rule remains in the system but will not send emails.
Saving Changes
Once notifications have been added or edited, click Save Changes at the bottom of the page to apply updates.
Example Use Cases
- Remind inventors to finish a disclosure form after 30 and 60 days.
- Notify a manager when they’re assigned to a technology or agreement.
- Alert compliance teams X days before a key report due date.
- Inform legal staff when new uploads or schedule events occur.
Tips
- Use dynamic fields (variables) to personalize emails and insert form or system-specific data.
- Avoid duplicate reminders by reviewing existing rules before adding new ones.
- Test with a limited recipient group before enabling broad notifications.
Troubleshooting Tips
Emails Not Sending
- Make sure the rule is enabled and Save Changes has been clicked.
- Check the trigger timing and recipient fields are valid and populated.
- Check that the formatting is correct in the To: field
Dynamic Content Missing
- Confirm tokens (e.g., |formTitle|, |formLink|) are spelled correctly and wrapped in pipes (|).
Recipients Not Receiving Notificaitons
- Verify their role assignment and email visibility.
- Ask them to check spam/junk folders.
- Review the Outgoing Email Log report to verify delivery and recipients. This report can be found by navigating to Settings and selecting Outgoing Email Log.
For assistance with complex notification logic or workflows, please submit a ticket via Cayuse Support.