Notifications
Notifications keep you informed about the work that needs you: tasks assigned to you, comments and @mentions, approvals waiting on your decision, deadlines and SLA alerts, and updates on processes and service requests.
You do not have to go looking for these events. Arketic brings them to you in two places — the notification bell inside the platform, and your email inbox.
Where Notifications Appear
| Where | What you see |
|---|---|
| In the app | A bell icon at the top right of the screen on a computer, and in the top bar on a phone. A red badge shows how many notifications you have not read yet — once you pass 99, it shows 99+. Click the bell to open the notification panel and read them. |
| The same events are emailed to the address on your account, so you stay informed even when you are not signed in. |
You receive both in-app and email notifications by default. See The Notification Bell for a full tour of the panel, and Notification Preferences to choose what you receive.
What Triggers a Notification
Notifications fall into four groups. The group matters because your preferences are set per group, not per individual event — see Notification Preferences. A few alerts belong to no group and are always delivered.
Task, process and service request notifications come from Tasks and Blueprints, so you only receive them when your organization's package includes those areas.
Task Activity
| Event | Who is notified |
|---|---|
| A task is assigned to you | The new assignee |
| A task is unassigned from you | The person removed from the task |
| A task is completed | The task's assignees and the person who created it |
| A task is cancelled | The task's assignees and the person who created it |
| A task needs your approval | The approver |
| Your task's approval was rejected | The person who submitted it |
| A subtask is created | The parent task's assignees |
| A blueprint step is assigned to you — the title names the process and the step, for example "Onboarding: "Prepare laptop" assigned to you" | The person the step is assigned to |
| Someone else claims a Race step that you were also given — "Race claimed" | The other people on that step. Their own task for the step is cancelled |
See Approvals for how approval requests work, and Step Types for Race steps.
Comments & Mentions
| Event | Who is notified |
|---|---|
| Someone comments on a task | The task's assignees and the person who created the task — but not the commenter, and not anyone already @mentioned in that comment (they get the mention notification instead) |
| You are @mentioned in a task comment | The person mentioned |
The notification shows who wrote the comment, which task it was on, and the beginning of the comment text so you can judge whether it needs you right away.
Comments on a cancelled task do not send notifications.
SLA & Reminders
| Event | Who is notified |
|---|---|
| Task reminder — the reminder set on a task, ahead of its deadline | The task's assignees |
| Deadline approaching — the deadline is less than 24 hours away | The task's assignees |
| SLA warning — the task is getting close to its SLA target time | The task's assignees |
| SLA breach — the SLA target time has been exceeded. The title reads "Target exceeded" | The task's assignees and the department manager |
| A blueprint step has been waiting 24 hours — "Reminder: "Prepare laptop" waiting for 24 hours" | The person the step is assigned to |
| A blueprint step has been waiting 48 hours — "Urgent: "Prepare laptop" waiting for 48 hours" | The person the step is assigned to |
| A blueprint step is stuck for 72 hours (escalation) — "Escalation: "Prepare laptop" stuck for 72 hours" | The manager of the department the step belongs to. The person the step is assigned to is told at the same time: "Escalation: "Prepare laptop" escalated to your manager" |
The 72-hour escalation is sent once for a step — it is not repeated every day the step stays open.
SLA warning and SLA breach emails are the most urgent alerts in Arketic, and they are sent to you immediately rather than being grouped with other emails. If you see one, act on it.
See Time Tracking to understand how a task's target time is set.
Process & Requests
| Event | Who is notified |
|---|---|
| A process completes | The person the run belongs to |
| Someone starts a process from Start a Process | The person who owns the blueprint |
| A new service request arrives | The manager of the department that handles the request. For some request types the organization's admins are notified too |
| A service request is assigned | The person it is assigned to |
| A service request is approved | The person who made the request |
| A service request is resolved | The person who made the request |
See Blueprints, Start a Process and Creating Requests.
Always delivered
Some alerts are workflow-critical and are always delivered. They do not belong to any of the four groups, so neither your own switches nor an organization-wide switch can silence them.
| Alert | Who is notified |
|---|---|
| Cross-department request — a task is being sent to another department and needs that department manager's approval. The title reads "Cross-department request pending" | The manager of the department the task is being sent to |
| Workflow approval — a workflow has reached an approval step and is waiting for an answer. The title reads "Your approval is needed:" followed by the name of the request, and the line under it names the workflow | Each person asked to approve |
| Workflow approval reminder — "Reminder: your approval is still needed:" followed by the name of the request. It is sent once, a day before the request expires, when the waiting time is 48 hours or longer | Approvers who have not answered yet |
Silencing these would stall the approval and block the people waiting on it, so they always reach you. A workflow approval opens the page where you give your answer — see Approvals in Workflows.
Turning a group off is about reducing noise, not about opting out of your responsibilities. Approvals and SLA alerts are the ones people most often regret muting.
@mentions in Comments
Pulling a specific person into a task conversation is the fastest way to get their attention: they get a notification addressed to them, separate from the general comment notification.
How to mention someone
- Open the task and go to the comment box. See Task Details.
- Type
@followed by the person's name or the first part of their email address (everything before the@sign). For example, to mention the person whose email istestbekir@arketic.ai, type@testbekir. - Post the comment. The mentioned person receives a mention notification with the task name and the start of your comment.
| Detail | What to know |
|---|---|
| Upper/lower case | Does not matter — @Testbekir and @testbekir both work. |
| Turkish characters | Fully supported, so names containing ö, ü, ç, ş, ğ or ı can be mentioned. |
| Names with a space | A mention is a single @ word, so a two-word display name cannot be typed as one mention. Use the person's email handle instead — it is the reliable way to mention them. |
| Access check | A person is only notified if they can actually see that task. If they do not have access, they are not notified and nothing about the task or your comment is revealed to them. |
| No duplicate | A mentioned person gets the mention notification, not an additional comment notification for the same comment. |
If a mention did not reach the person you expected, the most common reason is that they do not have access to that task. Check that they are on the task or in the right department first.
When Notifications Arrive
| Channel | Timing |
|---|---|
| In-app (the bell) | Notifications show up in the bell and the unread badge updates as the events happen. |
| Email — most events | Emails are grouped and delivered together a few minutes after the activity, so you may receive several notifications in one email instead of one email per event. |
| Email — SLA warning, SLA breach and workflow approvals | Sent immediately, on their own, so time-critical alerts are never delayed. |
Because most emails are grouped, a quiet inbox does not mean nothing happened. The bell is always the live view.
When a workflow is run as a test, its approval request appears in the bell only — no email is sent.
What You Can Do With a Notification
| Action | How |
|---|---|
| Read it | Click the bell to open the panel. Unread notifications are highlighted. |
| Open the related item | Click the notification. A task notification usually opens that task. A notification about an SLA alert, a deadline, a blueprint step, a process or a service request takes you to the Tasks area. A workflow approval opens the approval page. |
| Mark one as read | Clicking a notification marks it as read. |
| Mark everything as read | Use Mark all as read in the panel header. It clears every unread notification you have, not just the ones on screen. |
Notifications cannot be deleted or snoozed, and there is no separate notification history page — the bell panel is where all of your notifications live.
A task or request notification opens Tasks only when Tasks is part of your organization's package and you have access to it. Otherwise the notification stays in the list and is marked as read, but nothing opens.
Full details are on The Notification Bell.
Choosing What You Receive
You can silence any of the four groups for yourself in Settings → Notifications. Turning a group off stops both its in-app and its email notifications for you, and it affects only your account — your colleagues keep receiving them.
Your personal settings can only mute. If an administrator has turned a group off for the whole organization, you cannot switch it back on for yourself.
Admins set the organization-wide baseline in Tasks → Settings → Organization Settings → Notification Settings. Turning a group off there stops it for everyone in the organization. See Task Settings.
Step-by-step instructions for both are on Notification Preferences.
Troubleshooting
| Problem | What to try |
|---|---|
| I am not receiving any notifications | Open Settings → Notifications and check that the relevant groups are on. If a group is on for you and still nothing arrives, an administrator may have turned it off for the whole organization — ask them to check Tasks → Settings → Organization Settings. |
| I am not receiving emails | Check your spam or junk folder, and confirm the email address on your account is correct in Profile. |
| I get too many notifications | Silence a whole group you do not need — for example Comments & Mentions or Process & Requests — in Settings → Notifications. Keep Task Activity and SLA & Reminders on. |
| Someone I @mentioned was not notified | They probably do not have access to that task. Confirm they are an assignee or otherwise able to view it, then mention them again. |
| A notification did not open the item I expected | Only task notifications open a single item. SLA alerts, blueprint steps, processes and service requests take you to the Tasks area, and a cross-department request does not open anything — go to the Approvals tab under Tasks. If nothing opens for a task notification either, Tasks may not be part of your organization's package. |
| I cannot see the bell | On a computer the bell is hidden while the workflow editor is open. Leave the editor and it is back at the top right. |
| An SLA alert arrived but no other email did | That is expected. SLA alerts are sent immediately; other notifications are grouped into a later email. |
Related Pages
- The Notification Bell — reading, clearing and navigating your notifications
- Notification Preferences — choosing which groups you receive
- Task Details — comments and @mentions
- Approvals — approval requests and decisions
- Approvals in Workflows — answering a workflow's approval request
- Time Tracking — how target times drive SLA alerts
- Task Settings — organization-wide settings for administrators