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 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.

This is how end users interact with Conversation Notifications.

• When you open a record, you will be able to 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 badge, 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.

• 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.

1. Approvals cannot be collapsed: Approval and rejection notifications are intentionally non-collapsible to preserve audit visibility.

2. Global audit trail expansion: Audit trail expansion is global for the chatroom and cannot be applied on a per-date or per-notification basis.

Feature ID: FU-10145

Document Version: 1.0

Date: 19-12-2025

1. Introduction

Reminders help users stay on top of records by automatically prompting them when there is inactivity or when important dates, such as the Due Date or Created Date, are reached.

Reminders are configured by admins at the process level. If a reminder applies to a record you are working on, it appears as a Conversation Notification inside the record conversation window, where all collaboration and updates already take place.

As a user, you do not need to manually track timelines. If reminders are enabled for a process, Unifize automatically notifies you at the right time based on how the reminder has been set up.

2. How reminders work for users

1. You can access records from the My Inbox section.

2. From My Inbox, open any record that belongs to a process where reminders have been configured.

3. If the record meets the reminder conditions (such as inactivity or an approaching due date), the system automatically posts a Conversation Notification inside the record conversation window.

4. The reminder appears in the same conversation timeline as other record updates, making it easy to view and act on without leaving the record.

Reminders are evaluated continuously by the system and are triggered automatically when the defined conditions are met.

Depending on how the process is configured, you may receive reminders based on:

• Inactivity on the record

  When there has been no activity for a defined period.

• Inactivity after the Due Date

  When no activity occurs after the due date has passed.

• Inactivity since the last reminder

  When no activity has occurred after a previous reminder.

The reminder message you see depends on what was configured for the process.

1. When the reminder conditions are met, Unifize posts a Conversation Notification inside the record conversation.

2. The notification is visible to all participants who have access to the record.

3. You can respond by taking action on the record directly, such as adding updates, completing tasks, or changing the record status.

4. If there is no activity after a reminder:

• If the admin has enabled participant control for reminders:

  • You may see an option to disable the reminder for a specific record.

  • Disabling a reminder affects only that record.

  • It does not change reminders for other records or the overall process configuration.

1. Reminders do not trigger at an exact minute or second. They are evaluated within a scheduler cycle (currently every 10 minutes), so minor delays may occur.

2. For reminders based on Due Date, the due date is evaluated at 12:00 AM (midnight) UTC, which may differ slightly from your local time.

3. You can disable reminders for a record only if the admin has enabled this option for the process.