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 chatroom notifications, which is basically updates on various activities across that record. Each notification is triggered by an event in that record- it could either be a checklist field update, workflow action, metadata change, etc- and is delivered in real time to all users with access to that record.
The entries are time-stamped, author-attributed, and stored inline with the ongoing conversation, which helps create an immutable, context-rich audit trail. By surfacing these events directly beside the record data, the system eliminates the need for external status trackers or manual refreshes. This immediate visibility improves updates and decision making, reduces review cycle time, and maintains a single authoritative source of truth.
Feature capabilities
Real-time notifications
Instantly pushes new notifications to anyone who is viewing the record in real time.
No page refresh required.
Collapsed checklist logs
Checklist-field updates arrive collapsed by default to reduce clutter.
Approval-flow updates are automatically expanded.
Server-side clubbing
Sequential checklist updates from the same author (≤10 min apart) are merged into a single notification.
Approval actions and file deletions are exempt.
Visual grouping
Consecutive items from the same author sent ≤10 min apart show only one avatar; subsequent items are indented.
Breaks when a non-groupable notification arrives.
Granular filters
“More ▸ Filters” lets users show/hide by author or by category (Messages, Checklist, Metadata, Deleted/Hidden).
Filters are user-specific and persist per record.
Expand all
“More ▸ Expand notifications” instantly expands every collapsed entry.
Handy for audits or deep dives.
How chatroom notifications work
1. When a notification is triggered
Text, Number, Date, Dropdown, Multi-select, Boolean
Value added, edited, or cleared
Row shows the field label plus old → new value via a strikethrough on previous data + updated data added
Collapsed by default.
Rich-text (long text / comments)
Content added, edited, updated, deleted
Strikethrough on previous data + updated data
Collapsed.
User / Owner / Assignee
User field updated, assign owner field updated- user added or removed Participants added or removed from the org
You assigned Janvi as the owner OR You removed Janvi as the owner
Collapsed.
Status / Stage
Status value changed, status comment added
“Status changed: Open → Under Review”.
Collapsed.
Linked Record
Linked record updated or edited in any record of the linked processes
“X user updated checklist” + The updated changes
Collapsed.
File
File uploaded or edited
“X user updated checklist” + The updated changes
Collapsed.
File deleted
“X user deleted a file”
Revision field
New revision created
“X user created a revision Process A- Checklist #1/3: Process A”
Collapsed.
Approval
Approve, Reject, Request, Cancel
“X user updated checklist”
Expanded by default (can be manually collapsed)
AI Output
AI model writes or updates a field
“X user asked AI suggestion for AI field name”
Collapsed.
Form Add / Remove
Checklist form added, edited or removed
“User x added a form Form Name to the checklist”
Collapsed.
File-to-PDF action
User selects Generate PDF
Generated PDF will show up as chatroom notification
Collapsed.
2. How each notification is displayed
Collapsed vs. expanded
• Default states – Every checklist-field notification is delivered collapsed to preserve vertical space; all approval-flow notifications (approve, reject, request, cancel) and every file-deletion notice are delivered expanded because they normally require an immediate review. •User interaction – An expand button on the right edge of every notification lets any viewer expand or collapse an individual entry. The state is client-side only, so changing it does not affect what other users see. • Expand all notification– You can expand all the collapsed notification at once by navigating to the chatroom header and clicking on More → “Expand Notifications” forces all collapsed checklist items in the chatroom to open.
Server-side clubbing
• Purpose – Reduces “noise” by merging a burst of field edits from one user into a single, ordered log.
•Algorithm – When the backend receives a checklist notification, it looks back to the most recent checklist notice from the same author. If (a) that notice is ≤ 10 minutes old and (b) no other notification type was inserted in between, the new payload is appended to the existing bundle; otherwise a fresh bundle is started.
Only certain fields are allowed to be grouped. These include-
• Regular chat messages.
• The following specific notification actions:
CHECKLIST_FIELD_FILL, FILE_ADD, FILE_REMOVE, FORM_ADD, and FORM_REMOVE.
Any other notification type (e.g.,
MEMBER_ADD, OWNER_UPDATE, STATUS_UPDATE) will not be grouped and will break a group of other messages.
Front-end grouping
• Visual goal – Prevent redundant avatars and date stamps by showing them only once per “visual group.”•
•Grouping rule – As the chat list is rendered, consecutive items are grouped when all of these are true: (1) same author, (2) timestamp gap ≤ 10 minutes, (3) notification type is groupable- that is, a standard chat message or one of the five actions: CHECKLIST_FIELD_FILL, FILE_ADD, FILE_REMOVE, FORM_ADD, FORM_REMOVE.
•Avatar placement – The first item in the group displays the circular avatar and full name; subsequent items indent so the list reads like a thread.• Group breakers – Any non-groupable system notice (e.g., status change, participant update, approval, revision) immediately ends the current group and starts a new one with its own avatar.
Filters
• Access point – On the chatroom header, go to Click More ▸ Filters
Best practices
Keep noise down with filters. Set your personal filter once per record to focus on the signal you care about.
Use collapsed logs for quick scanning. Open only the entries you need; rely on “Expand notifications” for audits.
Use notification clubbing for bulk edits. Make related checklist updates within ten minutes to create a tidy, single notification.
Mind approval visibility. Because approval items are always expanded, ensure comments inside approval fields are concise.
Avoid accidental churn. Deleting or hiding chat items posts its own alert- double-check before you remove content.
Roles and permissions
Role
Permissions
Admin
• Sees every notification on records they can access.• Can delete/hide chat entries.• Can configure which checklist fields or workflow steps generate notifications (Process Builder).• Can bulk-expand or filter notifications.
Org member
• Triggers notifications through their own actions (edits, uploads, messages, approvals).• Can view, expand, and filter notifications they are permitted to see.• Cannot delete/hide messages from others unless given record-level permission.
External user
• Views notifications only for fields and messages that are visible to them via checklist logic and sharing rules.• Cannot delete, hide, or filter; sees default view set by the org.
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