Chatroom Notification
Introduction
Every time you create any record of a process in Unifize, a chatroom for that process is automatically created. Every record has a unique chatroom. Each chatroom comes with a set of notifications, which are updates on various activities across that record. Notifications are triggered by events like checklist field edits, workflow actions, metadata changes, approvals, file activity, or forms.
The entries are time-stamped, author-attributed, and displayed inline with conversation, creating an immutable, context-rich audit trail. Notifications are collapsed by default, and can be expanded individually, by day, or across the entire chatroom using the Audit Trail button.
Feature capabilities
Real-time notifications
Instantly pushes new notifications to anyone who is viewing the record.
No page refresh required.
Collapsed checklist logs
Checklist-field updates arrive collapsed by default.
Approval actions remain expanded.
Server-side clubbing
Sequential updates by the same author (≤10 min apart) are merged into a single notification.
Grouping applies only to specific notification actions.
Audit Trail access
View daily grouped updates inline, or expand/collapse all using the Audit Trail button in the chatroom header.
Ensures complete traceability for audits.
Visual grouping
Consecutive grouped items from the same author within 10 mins show one avatar, with indented follow-ups.
Non-groupable notifications break the group.
1. When a notification is triggered
Text, Number, Date, Dropdown, Multi-select, Boolean
Value added, edited, or cleared
Shows field label and updated value(s) in a grouped format.
Rich-text (long text / comments)
Content added, edited, updated, or deleted
Displays updated text block only
User / Owner / Assignee
User assignment changes
“You assigned Jane as owner” / “You removed Jane Doe as owner”.
Status / Stage
Status value changed, status comment added
You updated status of the conversation Process B- Checklist #1/1: Process B- 123 to COMPLETED
Linked Record
Linked record added/edited
“X user updated checklist” + the changed values.
File upload/edit
File uploaded or replaced
“You Updated checklist” + uploaded files
File delete
File removed
“X user deleted a file”.
Revision field
New revision created
“X user created revision Process A – Checklist #1/3”.
Approval actions
Approve, Reject, Request, Cancel
Always expanded. Color-coded tags: green = approved, red = rejected.
Approval requests
Request submitted
Collapsed by default, expandable.
AI Output
AI field updated
Collapsed by default.
Forms
Form added, removed, or edited
Collapsed by default. Each form appears as a separate entry; not clubbed. 10-min grouping still applies.
Email received in chatroom
Expanded with “View full email” button; shows subject, sender, and recipients.
File-to-PDF action
User generates PDF
“X user generated PDF”.
2. How notifications are displayed
Default state
All notifications are collapsed by default, except approvals, emails and normal messages, which remains expanded.
Audit Trail grouping
Notifications are grouped by day in inline “View all updates – Audit trail” cards. Expanding a card expands all notifications for that day.
Audit Trail button
Located in chatroom header. Expands/collapses all notifications across the chatroom.
Individual expand/collapse
Each set of grouped notification has its own expand option. Expanded state is local to the user.
Server-side clubbing
Multiple notifications from the same author (≤10 mins apart) merge into one grouped notification.
Front-end grouping
Consecutive groupable items from the same author show one avatar and indent subsequent entries. Non-groupable events (e.g., status change, approval) break the group.
Color separation
System notifications appear with background shading, checkboxes, and color-coded tags
Approvals
Always expanded with colored tags (green/red).
Forms & files
Shown collapsed by default; expandable for details. Files grouped inline with adjacent messages.
AI & emails
AI outputs collapsed; emails expanded with “View full email”.
Best practices
Use collapsed notification mode for quick scanning of the messages in the chatroom. Expand only when you need
Keep approval/rejection comments concise - they are always expanded.
Use grouped updates (≤10 mins apart) to keep feeds tidy.
Always name forms/files clearly so collapsed views are informative.
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