Creating & Managing Alerts

What are Alerts?

Alerts are email messages that are sent whenever a new mission response matches Filter criteria you have specified. 

Create an Alert

1. To create an alert, select the “Alerts” tab from the Mission Overview page. Then select the “Alert Builder” tab.

• If you don’t have any alerts (or filters) set up for a mission, then select “get started.” Otherwise, select the “Add an Alert” button. 
• You must add an Alert Name and at least one Alert/part/piece Criteria for an alert to be set up. A Filter will be created when you save the Alert. You can learn more about Filters here.  The Custom Message is optional. Both the Alert Name and Custom Message will be used in the Alert Email.

2. To add Criteria for the Alert, click on the “Select Criteria” dropdown. You can create Criteria based on Place, Place Group, Task, Team, or User.  

• Place: used to send an alert when mission responses are from a particular place, city, state, or postal code 
• Place Group: used to send an alert when mission responses are submitted at any place within a selected Place Group 
• Task: used to send an alert when mission responses contain a specific response to a particular task 
• Team: used to send an alert when mission responses are submitted by any user on a specific team 
• User: used to send an alert when mission responses are submitted by a specific user

3. From the “Select Criteria” dropdown, select the criteria for which you’d like to receive an alert. Depending on what you choose, more options will appear. Fill in the fields as needed.  

Example: Below we are filtering by Denver OR Boulder.

4. Optional: To add additional Criteria, select the “Add Another” button. You can then choose whether the criteria should follow “And” or “Or” logic. You can add up to 5 rows of criteria. 

• Selecting “And also” will send an alert when both criteria are met. Example: The city is Denver AND the user is Tom. 
• Selecting “Or if” will send an alert when either criterion is met. Example: The city is Denver OR Boulder. 

 5. Click on the “Save Alert” button to save your alert. When a new mission response (an Alert Instance) comes in that meets your criteria, you will receive an email alert. You can now view any submitted Mission Responses that meet the criteria by selecting the associated Filter from the Mission Overview page. 

6. If you click on “Cancel” then none of the criteria is saved in the system. You will not receive any email alerts based on that criteria, and a filter will not be created either.

TIP: Email alerts will only send for any mission responses that come in after you save the alert. If you want to see whether any past mission responses would have triggered an email alert, you can use the associated Filter. Once the Alert is saved, navigate to the Mission Overview page and select the Filter from the Filters dropdown. You can learn more about Filters here. 

Use Filters to Create Alerts

Alerts are email messages and app notifications that are sent whenever a new mission response matches filter criteria.

When you save a filter, you have the option add an alert. A pop up like the following appears:

Once you’ve created an alert, you will receive an email whenever a mission response meets the criteria you've set; you will not receive alerts for mission responses completed before the filter and alert were created.

Alerts are user-specific. Other Admins will not receive your alerts.

Alert Email

The email you receive when an alert is triggered (an Alert Instance) will look something like this: 

The subject of the email is the same as the Alert Name you picked when creating the Alert. The Custom Message will be displayed within the email.  

Alerts are user-specific. Other Admins will not receive your alerts. 

Reviewing Alerts

The email will direct you to the Alerts page within the Mission. This page will display all other Mission Responses which have triggered alerts. From here, you can click the Mission Response that triggered the Alert to review the details, or you can dismiss the Alert by clicking the button on the right. 

For a comprehensive list of mission responses that have triggered alerts across all of your missions, click Alerts in the drop down menu. From here, you can navigate to the new Mission Response by clicking it's name under the Mission Response column.

Managing Alerts

Updating an Alert

To make changes to an existing alert: 

1. Navigate to the Alert Builder tab within a Mission. 
2. Click on the Alert you want to edit. 
3. Make the changes you want.  
4. Click on the “Save Alert.” Any changes will go into effect immediately. 

 Note: When you update an Alert the associated Filter will also be updated.  

Deleting An Alert

To delete an existing alert: 

1. Navigate to the Alert Builder tab within a Mission. 
2. Click on the trash can icon next to the Alert you want to delete.
3. A choice will pop up. You can choose to delete only the Alert and maintain the associated Filter. Or you can choose to delete both.  
4. If you choose to delete only the Alert, you will no longer receive any Alert Instances for that Alert. You can still filter Mission Responses based on the criteria from the Mission Overview page. This change will go into effect immediately. 
5. If you choose to delete both, both the Alert and Filter will be deleted. You will no longer receive any emails and you won’t be able to filter Mission Responses. This change will go into effect immediately.