Notification Settings
Open Settings > Notifications in the console. Admin and Office users can open it.
The page has three parts:
- Company-Wide Alerts: switches that apply to everyone in your company, including the emails and texts DrillerDB sends to your customers.
- Who proposals come from and Where customer emails land: the name on your proposal emails, and which inboxes get customer replies and office notices.
- Your own email notifications, in three groups: Projects & Operations, Billing & Payments, and Team & Schedule. These apply only to you.
Every switch saves as soon as you click it. Boxes you type into have their own Save button.
Quick Start: Send Invoice Replies to Your Billing Inbox
- Go to Settings > Notifications.
- Scroll to Where customer emails land.
- Under Invoices and payments, type your billing address in Customer replies go to.
- To choose who hears when an invoice is paid, type up to 5 addresses, separated by commas, in Office notices go to.
- Click Save invoices and payments.
Leave a box blank to keep the current behavior.
Step-by-Step: Turn Your Own Email Notifications On or Off
- Go to Settings > Notifications.
- Scroll to Projects & Operations, Billing & Payments, and Team & Schedule.
- Click the switch beside a notification. It saves right away.
The line under the page title counts how many of your 11 email notifications are on. All of them start on.
| Group | Notification | You get an email when |
|---|---|---|
| Projects & Operations | New quote submitted | A customer submits a new quote request |
| Projects & Operations | Quote approved by customer | A customer accepts a proposal |
| Projects & Operations | Customer opened an old proposal | A customer opens a proposal your company sent a while ago (a bell alert, so you can call). It needs the company switch Tell the office when a customer opens an old proposal turned on. |
| Projects & Operations | Project assigned to me | You are assigned to a project |
| Projects & Operations | Project status changed | A project moves between Proposal, Open Job, and Complete |
| Billing & Payments | Invoice sent | An invoice is sent to a customer |
| Billing & Payments | Invoice paid | A payment is recorded or received |
| Team & Schedule | Daily log reminder | Daily, as a reminder to submit field reports |
| Team & Schedule | Schedule conflict detected | Two assignments overlap on the schedule |
| Team & Schedule | Time off requested | An employee submits a time-off request that needs your review |
| Team & Schedule | Licenses and renewals | Licenses, certifications, registrations, or insurance you manage or hold are expiring or expired (a daily digest) |
Company-Wide Alerts
These switches apply to every user in your company.
| Switch | What it does |
|---|---|
| Send email when a proposal is converted to a job | Emails the company contact address each time a proposal moves to Open Job |
| Notify the office when a site recon is saved | Emails office and admin users an I Am Here report each time a crew saves a site recon. When off, nothing is emailed, and the recon is still recorded. |
| Send proposal approval emails | When a customer approves a proposal or change order, emails their confirmation and notifies your office. Turn it off while you import or bulk-approve old jobs. |
| Move the project to Open Job when a proposal is accepted | Moves an accepted proposal's project to Open Job. See the section below. |
| Tell the office when a customer opens an old proposal | When a customer opens a proposal that is still waiting for approval a set number of days after it was sent, the sender and your office users get a bell alert with the customer's phone number. Nothing is sent to the customer. Set the number of days in Alert when it is opened this many days or more after it was sent, then click Save days. |
| Email the customer when a Pump/Service job is opened | Sends the customer a note on your letterhead as soon as a Pump/Service proposal becomes an Open Job. You can edit the disclaimer paragraph and the wording used When the job has no date yet and When the job has a date. |
| Text the customer when the crew is on the way | Texts the job contact once a day when crew GPS shows the crew driving toward the next scheduled site. You can set the text wording. |
| Email the customer when a job gets a date | Sends the customer the day and time of the visit once the job is on the schedule |
| Remind the customer the day before | Sends the customer a reminder the morning before the scheduled day |
| Testing mode: keep everything away from your customers | While it is on, every email and text your account sends goes to the test addresses you enter instead of to the person it names. Turn it off the day you go live. |
With testing mode on and no test email address entered, email is held, not sent. Add an address in Send all test email here and a phone number in Send all test texts here, then click Save test addresses.
Move the project to Open Job when a proposal is accepted
Settings > Notifications has a switch called Move the project to Open Job when a proposal is accepted. It is off until an admin turns it on.
With it on, an accepted proposal moves the project to Open Job for you, so nobody has to retype the status of a job you have already won.
That covers both ways an acceptance reaches DrillerDB. A customer signing in the portal moves the project, and so does an office user recording an acceptance that arrived by phone, on paper, or in person. The same yes gets the same result, whoever entered it.
Recording an acceptance in the office does not email the customer. Someone who already said yes on paper should not receive a notice asking them to approve.
The switch is deliberately narrow. The screen puts it this way:
Applies whether the customer signs the proposal or your office records the acceptance, and only while the project is still a Proposal. Change orders and jobs that already moved on are left alone.
The two exclusions it names are exact. A change order does not move anything, and a project already on Open Job or Complete is not pulled backwards. Open Job is the only status this can set. There is no second target to choose, which is why the control is a switch rather than a list.
The status limit it names is narrower on screen than in practice. A project still on Proposal moves, and so does one on Pending, and so does one whose status was never set at all. What the switch will not do is drag a job backwards once it has moved on.
With it off, nothing changes: approval records the customer's decision and you advance the status yourself, as described in Approval Workflow.
Who Proposals Come From
The Who proposals come from card sets the name on proposal emails, where replies go, and the email address printed on the proposal PDF. Pick an option in Proposals come from, then click Save:
- Not set: the company name, and replies go to the person who sends
- The person who sends it
- The company
- One person on your team, picked by name
The name changes, but the sending address stays info@drillerdb.com. When this is set, it replaces the proposals reply address in Where customer emails land. Only an admin can change it.
Where Customer Emails Land
Use this card to send proposal mail to one inbox and invoice mail to another. Leave a box blank to keep the current behavior.
| Row | Covers | Customer replies go to | Office notices go to |
|---|---|---|---|
| Proposals and quotes | Proposals, change orders, proposal reminders, and approval confirmations | Customer replies to a proposal go here instead of to the person who sent it. The same address is used when someone replies to an approval email, including the copy your office receives | Who is told when a customer approves a proposal or a directory quote request comes in. This replaces the notice to every admin. |
| Invoices and payments | Invoices, invoice reminders, and payment receipts | Customer replies to an invoice go here instead of to the project manager or the company contact | Who is told when an invoice is paid. This replaces the notice to every admin. |
Under Proposals and quotes you can also split approval notices by work type:
- Pump & Service approvals go to: who is told when a customer approves a Pump & Service proposal or change order
- Project approvals go to: who is told when a customer approves a Project proposal or change order
A list set for a work type replaces the office notice list above for that work type. Each notice box takes up to 5 addresses, separated by commas. Click Save proposals and quotes or Save invoices and payments to save a row.
Stale-Item Alerts
The Stale-item alerts card flags open jobs, dispatched jobs, and unpaid invoices that have gone quiet, once a day. Turn on Send stale-item alerts for your company. Alerts go to the notification bell for admin and office users and for whoever dispatched the job.
Set when an item counts as quiet in Open job with no activity after, Dispatched job with nothing recorded after, and Invoice still unpaid after, then click Save thresholds. An invoice counts from its invoice date. An invoice sent in the last 7 days is skipped.
In My stale-item alerts, each user chooses which of these alerts appear in their own bell. They only arrive when your company has stale-item alerts turned on.
Troubleshooting
A customer approved a proposal, but nobody got an email?
- Check that Send proposal approval emails is on under Company-Wide Alerts.
- Check Office notices go to under Proposals and quotes. When it has addresses, only those addresses are told, not every admin.
- For Pump & Service or Project work, check Pump & Service approvals go to and Project approvals go to. A list there replaces the office notice list for that work type.
- Check that Testing mode is off.
Customer replies go to the wrong inbox?
- Set Customer replies go to under Where customer emails land.
- Replies to the approval emails for a proposal or change order, the customer's confirmation and your office's copy, go to that same address. When it is blank, they go to your company's reply or contact email, not to a DrillerDB mailbox.
- For proposals, check Who proposals come from. When it is set, it replaces the proposals reply address.
Related Topics
- Approval Workflow - What happens when a customer approves
- Users & Access - User management
- User Roles - Who can open each settings page
- General Settings - Company settings