Odoo Notification Management

In this article, we will explore the general mechanism of notifications in Odoo: how they work, in which cases they are sent and how not to send them (if you don't want to spam your clients with minor events, or your Odoo only for internal usage).

We used Odoo v.11 applications for this article.

All Odoo notifications are tied to the "followers". Followers are users or companies in Odoo that are linked with the current Odoo object (it can be Project, Task, Type of Request, Contact, Event, Analytic account, CRM lead, Discussion channel, etc). A follower can see linked object, create documents or new objects of that type, track stage changing of that object, see related discussion and receive notifications.

Usually, you can see followers on most of Odoo forms at the bottom-right.

You may need to track that icon, especially for new Odoo projects, or in case you are new to Odoo. This is all because the majority of Odoo apps at some stages of their workflow make automatic subscription of, for example, related partner, or a salesperson, or somebody else somewhat related to the current working object or document. And as an example - customer will see inappropriate messaging in the chatter, that is supposed to be internal from the beginning.

Manage Followers

You can click the Follower icon and perform the following actions:

In the opened window, you will be able to invite one or several recipients to follow the current document. They will be automatically subscribed.

Subscription defines visible content for the current user in this document, including notifications. Each subscribed follower can see different content depending on the provided settings. In the opened window, specify the desired options which will be visible for the selected follower. He will also receive notifications for that types of activities.

Each Odoo application can have its own workflow and, accordingly, its own options to subscribe.

If you uncheck all available subscriptions, this contact will be automatically removed from followers.

Notifications

The general rule for notifications can be as follows: contacts that aren't subscribed do not receive messages and emails. So, if you simply don't want to send any notifications to related partner - remove him from followers.

Automatic subscription usually subscribe followers only to Discussions (it may vary depending on application, so it's better to check this out for individual cases). So basically, they will not receive emails, for example, on changing stages of the project task, until you make an appropriate configuration. Followers receive notifications only in case of significant events, such as when you click Send by Email in Invoices to send a validated invoice to a customer.

Summing up, you manage notifications by managing followers and their subscriptions at each stage of the document's workflow.

Automatic Subscription in Odoo Apps

Further, we will expose cases for some Odoo apps when they make automatic subscriptions.

Sales

Invoices

Project

On the project settings page, you can set the privacy for this project.


Basically, you can see sent emails and notifications in the log at the bottom of the page. Here you can also see a sender and a receiver of these messages. This will help to control notifications. For new projects, you can also previously create a demo document and carry out full document cycle to track sent messages, they're mostly logging in the chatter.

Notification Management in the Bureaucrat System

In this section we will explore notification management in the Bureaucrat system. We have allocated a separate section for this, because it has much more possibilities for configuration and can not be fully regulated by standard rules.

Bureaucrat system has 3 different groups of settings to set up notifications: 1) standard Odoo notification settings; 2) group of settings that applies to the specific type of request; 3) notifications that can be configured to send using automated actions.

Standard Odoo Notification Management

Requests has standard notification settings described earlier in this article. The only exception is that there is more options to subscribe followers.

Some cases of default automatic subscription:

Request Type Notification Settings

These are the configurations for the selected type of request and apply to all requests of that type.

To configure notification settings, open the Notifications tab of the required type of request.

You can select default notifications and their content - whether to show the request or response text.

Created, Closed and Reopened notifications are sent to the user who created the request.

Assigned, SLA Warn and SLA Limit notifications are sent only to assigned person.

Notifications Using Automated Actions

You can also set up automated actions to send custom emails on certain events.

This settings are for the selected type of request and apply to requests of that type.

To configure automated action, click Actions on the form of the required request type.

Click Create to create a new action.

On the Form:

More info about automated actions you can read in the Documentation.