Conversation Notification
Feature ID: FU-10117
Document Version: 2.0
Date: 24-11-2025
Introduction
Every record has a Conversation window, and each Conversation has a set of Conversation Notifications, which are updates on all activity within that record. Conversation Notifications are triggered by events such as Checklist field edit, metadata changes, workflow actions, etc and are delivered in real time.
Each entry is timestamped and author-attributed to maintain a reliable audit trail, which by default is collapsed and are grouped by a sticky date separator.
Feature functionalities
Conversation notifications capture all key activity happening within a record: checklist field updates, metadata changes (status, owner/assignee, participants, dates, priority), and conversation events (messages, Conversation created, revision created).
Each notification shows the author and is timestamped. Value changes display old → new (deletes are struck through).
Audit-trail notifications are collapsed by default to reduce noise and can be expanded whenever needed.
Approvals are always expanded and show status, approver, ID, and comment.
Messages never collapse and appear inline between notifications.
Updates are grouped by date with a sticky separator while that date’s updates are in view.
Use the date separator’s control to expand/collapse all audit-trail rows for the current Conversation. The same action is available from More → Expand notifications.
Expanding/collapsing changes only your view; it does not affect other users.
Use More → Filter → Conversations to show/hide Messages, Checklist updates, Metadata updates, Deleted, and Hidden entries.
UI is black-and-white, tabular, optimized for quick scanning.
Admin Journey
Conversation notifications show up by default for everyone added in the record. Admin control is limited in this feature: you can configure field-level Prompts and Automated Reminders that show as Conversation notification. Everything else (view, expand/collapse, filters) is user-level.
What admins can configure
a. Prompts
Prompts are rules that can be configured to show a small, system-posted prompt inside the Conversation, asking specific users to complete a specific checklist field. It appears at the moment you choose (e.g., whenever they open the conversation).
How to access it:
Open a checklist field → Settings → Prompts → Create new rule.
Configure Prompt whom: search and select Participant, Creator, Owner (or specific people).
Configure When: Every time they view the conversation, When they get added to the conversation, When they close the conversation, When the previous step is completed.
What users see: A prompt card in the Conversation tied to that field. Users can dismiss it; once dismissed, it won’t reappear for that user for that rule.
b. Automated reminders
Automated reminders are basically scheduled reminders that show up as a notification in the Conversation after a time gap you define. It can be used to keep work moving when there’s inactivity or a due date is near or past.
How to access it:
Process settings → Reminders → Add auto reminder.
Configure: number of days + anchor (of inactivity, of inactivity from due date, of inactivity from last reminder, from due date, from created date) and an optional message.
What users see: A reminder card in the Conversation for that record’s participants.
c. Filters
Filters are per-viewer controls that any Conversation participants can use to show/hide notification categories. You can access it by:
Go to More → Filter → You will see 2 categories there:
User → Inside user, you can select “All” users or select specific users
Conversations → Messages, Checklist updates, Metadata updates, Deleted, Hidden.
Behavior: Changes only the current viewer’s screen and persists per record for that viewer.
4. Expand and collapse behavior
Audit-trail rows are collapsed by default; Approvals are always expanded.
Messages are never collapsed.
Date separators are sticky while in view; users can expand/collapse all from More → Expand notifications or via the separator.
Conversation Notifications triggers and UI
Conversation created
New Conversation is initiated
Notification saying “x (user) started this conversation.”
Collapsed
Message
User posts a message in the Conversation
Message card inline with timestamp and author
Forever Expanded
Checklist updates
Value added / edited / cleared
Prior content struck through + updated content
Collapsed
File Upload Checklist
File uploaded / updated
Notification saying “x (user) updated checklist Upload Assignment” + Updated files
Collapsed
Checklist File removed or deleted
File deleted or removed from checklist
If deleted: “x (user) deleted a file If removed from checklist: Strikethrough of removed file
Collapsed
AI Checklist
AI checklist field button clicked
AI suggestions shown + “Add to Checklist” button
Collapsed
Approval Checklist
Request / Approve / Reject / Cancel
Approval card: status badge, approval ID, approver name, signature (on approve), optional comment
Expanded (non-collapsible)
Metadata updates
Status/Stage change, Owner/Assignee change, Participants add/remove, Date set/cleared, Priority set/updated, Title/Description edits, Linked record add/remove, and other conversation-level fields
Single collapsed row with author + timestamp and a short summary (e.g., “Status changed: Old → New”, “Assigned <User> as owner”), following the same pattern: old → new, deletions shown with strikethrough
Collapsed
User journey
This is how end users interact with Conversation Notifications.
When your users open a record, they see the Conversation with regular messages plus audit-trail notifications (checklist updates and metadata changes) grouped by date.
Messages are always open. Approval cards are always expanded (status, approver, ID, signature, and optional comment). All other audit entries arrive collapsed.
Users can expand/collapse all audit rows in that Conversation by clicking the date separator or going to More → Expand notifications. While a section is in view, the separator stays sticky, and date chips fade as they scroll past.
Checklist updates show clear old → new values; file changes show file cards (removed files are struck through); form updates are grouped under the form name.
Metadata updates (status, owner/assignee, participants, dates, priority, title/description, linked records, etc.) appear as one-line summaries with author + timestamp and old → new values.
Users may see prompts asking them to complete a specific checklist field (based on your rules). They can act or dismiss; once dismissed, that prompt won’t reappear for that user for that rule.
Auto-reminders you configure show up as lightweight cards after the time window you set.
To focus their view, point users to More → Filter, where they can show/hide Messages, Checklist updates, Metadata updates, Deleted, Hidden or filter by User. Filters affect only their own view for that record.
Best practices
Start with expanded items. Read messages and approval cards first, then expand audit rows when deeper context is needed.
Use Filter to focus reviews (e.g., hide Messages to scan Checklist/Metadata only, or filter by a specific user).
Rely on the visual cues for viewing previous and current updates. Older data are struck through with the new data beside it.
Don’t dismiss a prompt until the action is complete. It’s best to only dismiss it once your field is filled and the task is completed.
Feature Limitations
Approvals cannot be collapsed: Approval and rejection notifications are intentionally non-collapsible to preserve audit visibility.
Global audit trail expansion: Audit trail expansion is global for the chatroom and cannot be applied on a per-date or per-notification basis.
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