Purpose
The Alerts module provides a centralized notification system that keeps users informed of specific actions, new records, events, due dates, and reminders throughout TRUE. Alerts are generated automatically based on settings configured in Company Preferences and other modules, and can be delivered within the TRUE dashboard, via email, and/or text message. Users can access their alerts from the bell icon in the main header bar, view the associated records directly, and manage which notification types they receive through personal preferences or Access ID assignments.
Note: Some alerts are delivered automatically to all users (such as alerts for assigned records), while others require an Access ID to be assigned in the Users / Access module. Alerts with the "eye" icon are controlled by Access IDs and can be unsubscribed.
Alerts List
View and manage all your alert notifications in one centralized location
- Access alerts from the bell icon in the top right-hand corner of the main header bar
- Red indicator displays the number of unreviewed alerts
- Click any alert to jump directly to the associated record
- Create manual alerts, clear notifications, or generate reports
- Unsubscribe from Access ID-controlled alerts using the eye icon
Navigation
How to access and navigate alerts
Alerts are accessible from the main header bar and provide quick navigation to associated records.
| Element | Description |
|---|---|
| Alerts Icon | Located in the top right-hand corner of the main header bar. Click to open the Alerts list. |
| Red Indicator | Displays the number of unreviewed alerts. The count updates in real-time as new alerts are received or cleared. |
| Selecting an Alert | Jumps to the associated record (if applicable). For example, clicking an alert about a Quote due for follow-up opens that Quote record. |
Column Headers
Information displayed in the alerts list
The Alerts list displays key information about each notification to help you quickly identify and prioritize alerts.
| Column | Description |
|---|---|
| Description | Displays a description relating to the purpose of the Alert. Includes relevant details such as record names, due dates, or action types. |
| Access ID | Displays any Access IDs that control the alert. If blank, the user is receiving this alert because they are assigned to the record directly. |
| Module | Displays the associated module for this alert (e.g., Quotes, Tasks, Invoices, Contracts). |
| Time Stamp | Date and time when the alert was generated. |
Additional Features
Actions available in the alerts list
The Alerts module includes several icons and actions for managing your notifications.
| Feature | Description |
|---|---|
| "+" Icon | Creates a new Alert manually. Useful for creating custom reminders or notifications for yourself or other users. |
| "Eye" Icon | Use to remove your user account from the Alert's related Access ID. Only available for alerts related to an Access ID. This unsubscribes you from receiving this type of alert in the future. |
| "Clear All" Button | Removes all alert notifications from the user's list. The alerts are dismissed but not deleted from the system. |
| Trash Icon | Deletes a single alert from your list. |
| PDF Icon | Generates a report that lists all of your current Alerts. Useful for documentation or review purposes. |
Alert Notification User Preferences
Configure how you receive alert notifications across different channels
Each user can configure their personal alert notification preferences to control how they receive alerts. These settings are accessed through the User Preferences section and determine whether alerts are delivered via dashboard only, email, text message, or a combination of methods.
Notification Method Settings
Configure how alert notifications are delivered to you. Choose from multiple delivery channels based on your workflow preferences.
| Setting | Description |
|---|---|
| Email Address | Required for email alerts. This email is also used to autopopulate the support ticket "email" field when submitting help requests. |
| No Alert | Set if you would not like to receive any alerts. Disables all notification delivery for your account. |
| Dashboard Only | Only fire alerts to the alert dashboard within TRUE. Alerts will not be sent to email or text. |
| Email & Dashboard | Fire alerts to email as well as the TRUE dashboard. Email notifications are sent every quarter hour. |
| Text & Dashboard | Fire alerts to text as well as the TRUE dashboard. Text notifications are sent every quarter hour. |
| Email, Text, & Dashboard | Fire alerts to all three channels: email, text message, and the TRUE dashboard. |
| Mobile Number & Carrier | Required for text message alerts. Enter your mobile phone number and select your carrier for SMS delivery. |
| Messaging Alert | Select the method you want to receive alerts from message threads you are assigned to. Requires the "Messaging" package to be enabled. |
Note: Dashboard alerts occur immediately. Text and email alerts are batched and sent every quarter hour to prevent notification overload.
Company Preferences - Alerts Configuration
System-wide settings that control when and how alerts are generated
Administrators can configure default settings for various notifications in the Alerts section of Company Preferences. These settings determine when alerts are created relative to due dates, what time of day alerts are sent, and whether weekend alerts are enabled.
Alert Timing Configuration
Configure when alerts are generated and delivered system-wide. These settings affect all users in your organization.
| Setting | Description |
|---|---|
| Alert Time | Time of day when scheduled alerts are sent. Default is 8:15 AM. Alerts fire at the start of each day. |
| Weekend Alerts | Checkbox to enable or disable alerts on weekends. When unchecked, no scheduled alerts will fire on Saturday or Sunday. |
| Auto Archive | Number of days until alerts automatically archive. Default is 3 days. Leave empty to disable auto-archive. |
| Disable Alerts | Master checkbox to disable all system alerts. When checked, no alerts will be generated for any user. |
Tip: Dashboard alerts occur immediately when triggered. Email and text alerts are batched and sent every quarter hour based on these timing settings.
Configure how many days before a due date, expiration, or follow-up that alerts should be sent. A value of 0 means alerts fire on the day of the event.
| Alert Type | Default Days | Description |
|---|---|---|
| Warranties | 0 | Days before warranties expire |
| Bills | 1 | Days before bills are due |
| Vendor Quotes | 0 | Days before vendor quotes expire |
| New Hires | 90 | Days employed (triggers new hire alerts at this milestone) |
| RFI | 0 | Days before RFI is due |
| Submittals | 0 | Days before submittal is due |
| Pay Requests | 0 | Days before pay request is due |
| Leads | 0 | Days before lead follow-up is due |
| Overtime | 40 | Hours in pay week to trigger overtime alert |
| Training | 0 | Days before training expires |
| Tasks | 0 | Days before task is due |
| Insurance | 0 | Days before insurance expires |
| Time Clock | 0 | Days to alert on unfinished punch |
| Quote | 0 | Days before quote follow-up |
| Bids | 3 | Days before bid is due |
| Notices to Owners | 0 | Days before notice expires |
| Vendor Rentals | 0 | Days before vendor rental is due |
Choose Your Alerts (Access ID Reference)
Complete reference of all alerts controlled by Access ID assignments
Some alerts are delivered automatically to all users (such as alerts for records you're assigned to), while others are tied to an assigned Access ID. The "eye" icon in the Alerts list indicates alerts generated by an assigned Access ID. Alerts without the eye icon are sent automatically based on your record assignments.
To reduce the number of alerts you receive, you can either click the "eye" icon next to an alert to unsubscribe, or have an administrator unassign the associated Access ID in the Users / Access module. The table below lists all alerts that require an Access ID assignment.
Access ID Controlled Alerts
Alerts related to human resources, personnel management, and employee milestones.
| ID | Alert Title |
|---|---|
| 588 | Alert for Personnel Work Anniversaries |
| 589 | Alert when Training Expires |
| 594 | Alert for Personnel Birthdays |
| 1193 | Alert when Time Off Request is Submitted |
| 1324 | Alert for New Hire Warning |
| 1480 | Approaching Overtime Alert |
Alerts related to leads, quotes, opportunities, and customer follow-ups.
| ID | Alert Title |
|---|---|
| 1436 | Alert when Opportunities are Due for Follow-Up |
| 1589 | Alert when Quotes are "Sales Approved" |
| 1593 | Alert when Leads are Created via Web Form |
| 1602 | Alert when Quotes are Due for Follow-Up |
| 1621 | Alert when Opportunities are Created |
| 1632 | Alert when Leads are Created |
| 1633 | Alert when mySalesman Leads are Created |
| 1645 | Alert when Lead is due for a Follow-Up |
Alerts related to job creation, completion, tasks, and milestones.
| ID | Alert Title |
|---|---|
| 605 | Alert when Quotes, Bids, or Jobs are Approved |
| 1347 | Alert for Completed Milestone |
| 1425 | Alert when Tasks are Due |
| 1524 | Alert when Jobs are Created from Quotes |
| 1618 | Alert when Job Items Recur |
| 1636 | Alert when Jobs are Completed |
Alerts related to contracts, bids, RFIs, submittals, and pay requests.
| ID | Alert Title |
|---|---|
| 593 | Alert when Notice to Owner Expires |
| 1026 | Alert when Bids are Due |
| 1120 | Alert when Contract IDs are Changed |
| 1309 | Alert when Contracts are Created |
| 1415 | Alert when RFIs are Due |
| 1428 | Alert when Submittals are Due |
| 1476 | Alert when Pay Requests are Due |
| 1609 | Alert when Contract Stages are Changed |
| 1622 | Alert when Bids are Created |
| 1641 | Alert when Contracts are Notified for Billing |
Alerts related to invoices, bills, payments, and financial transactions.
| ID | Alert Title |
|---|---|
| 591 | Alert when Bills are Due |
| 1025 | Alert when Invoices are Due |
| 1097 | Alert when Transaction is Reconciled |
| 1223 | Alert when Invoices are Created |
| 1488 | Alert when Approved for Accounting |
| 1611 | Alert when Payments are Received via ePay |
| 1644 | Alert when Credit Memo is created |
Alerts related to purchasing, receiving, vendor quotes, and inventory management.
| ID | Alert Title |
|---|---|
| 592 | Alert when Vendor Quote Expires |
| 1119 | Alert when Product Reorder Threshold Exceeded |
| 1478 | Alert when Rentals are Due |
| 1481 | Alert when Purchasing (PO) is Created |
| 1500 | Alert when a Problem is Reported During Receiving |
| 1626 | Alert when Items are Received |
Alerts related to vehicles, equipment maintenance, and warranties.
| ID | Alert Title |
|---|---|
| 590 | Alert when Warranties Expire |
| 1027 | Alert when Vehicles have a Problem |
| 1109 | Alert for New Vehicle Preventative Checks |
| 1426 | Alert when Insurance Expires |
| 1503 | Alert when Client Equipment Follow-Ups are Due |
| 1506 | Alert when Vehicle Maintenance is Due |
Alerts related to service tickets and customer service activities.
| ID | Alert Title |
|---|---|
| 1306 | Alert when Tickets are Created |
| 1614 | Alert when Tickets are Completed |
| 1646 | Alert when Ticket Item has a Problem |
Alerts related to approval workflows, eForms, and electronic signatures.
| ID | Alert Title |
|---|---|
| 1559 | Alert when Originator Approval is Confirmed |
| 1588 | Alert when eForms are eSigned |
| 1629 | Alert when Manager Approval is Confirmed |
Alerts related to system updates, bulletin boards, and other notifications.
| ID | Alert Title |
|---|---|
| 1624 | Alert when Bulletin Board is Changed |
Frequently Asked Questions
Common questions and step-by-step guidance for working with Alerts
Alert Delivery & Preferences
You can configure your alert delivery preferences to receive notifications via dashboard, email, text message, or any combination.
- Click your username in the top right corner of TRUE
- Select User Preferences
- Locate the alert delivery method dropdown
- Choose your preferred delivery method:
- No Alert - Disable all alerts
- Dashboard Only - Alerts appear only in TRUE
- Email & Dashboard - Receive via email and dashboard
- Text & Dashboard - Receive via SMS and dashboard
- Email, Text, & Dashboard - Receive via all channels
- For text alerts, enter your Mobile Number and select your Carrier
Note: Dashboard alerts fire immediately. Email and text alerts are batched and sent every 15 minutes.
If you're not receiving expected alerts, check these settings at both the user and company level.
- Check your personal settings in User Preferences - ensure "No Alert" is not selected
- Navigate to Settings → Company Preferences → Alerts
- Verify Disable Alerts is NOT checked (this disables all system alerts)
- Check the specific alert type has a value greater than 0 for due date offset
- If it's a weekend, verify Weekend Alerts is checked
- For Access ID-controlled alerts, verify you have the Access ID assigned in Users / Access
Tip: Company-level settings define WHEN alerts are sent. User-level settings define WHO receives each alert type and HOW they receive them.
There are several ways to reduce alert volume while still receiving critical notifications.
- Open the Alerts module from the bell icon
- Locate an alert you no longer want to receive
- If the alert shows an "eye" icon, click it to unsubscribe
- You will no longer receive this type of alert
This method only works for alerts controlled by Access IDs. Alerts without the eye icon are automatically sent based on your record assignments.
- Navigate to Settings → Users / Access
- Select your user account
- Go to the Access tab
- Find the alert Access ID you want to disable
- Uncheck the Access ID to stop receiving that alert type
- Go to User Preferences
- Change your delivery method to Dashboard Only
- This reduces email and text message volume while keeping dashboard notifications
Managing Alerts
You can clear individual alerts or all alerts at once from the Alerts list.
- Click the Alerts icon in the top header
- Locate the alert you want to remove
- Click the Trash icon next to the alert
- Click the Alerts icon in the top header
- Click the Clear All button
This removes all alert notifications from your list. The alerts are dismissed but the underlying records remain unchanged.
You can create custom alerts to remind yourself or other users about specific items.
- Click the Alerts icon in the top header
- Click the + icon to create a new alert
- Enter the alert description
- Select the user(s) who should receive the alert
- Save the alert
Tip: Manual alerts are useful for creating custom reminders that aren't tied to specific system events or due dates.
You can generate a PDF report listing all your current alerts for documentation or review.
- Click the Alerts icon in the top header
- Click the PDF icon in the button bar
- The report will generate listing all of your current alerts
Configuration & Administration
Administrators can configure system-wide alert timing in Company Preferences.
- Click the Gear icon (Settings)
- Select Company Preferences
- Navigate to the Alerts section
- Configure the Alert Time for when daily alerts are sent
- Set the Auto Archive days if desired
- Check or uncheck Weekend Alerts as needed
- Adjust individual alert type offsets (days before due date)
Note: Dashboard alerts occur immediately when triggered. The Alert Time setting controls when scheduled due date alerts are sent via email and text.
Administrators can assign alert Access IDs to users to enable specific alert types.
- Navigate to Settings → Users / Access
- Select the user who should receive the alert
- Go to the Access tab
- Find the alert Access ID you want to enable (see Access ID Reference above)
- Check the Access ID to enable that alert type
Tip: Some alerts also require the user to have view access to the related module or records to receive notifications.
Administrators can disable all alerts for the entire organization if needed.
- Click the Gear icon (Settings)
- Select Company Preferences
- Navigate to the Alerts section
- Check the Disable Alerts checkbox
Warning: This will prevent ALL alerts from being generated for ALL users. Use this setting with caution as important notifications will not be delivered.
There are two ways to receive alerts when an eForm related to a Quote is eSigned.
Users assigned to the Quote will automatically receive an Alert anytime an eForm related to the Quote is eSigned. No additional configuration is needed.
If you want to receive an Alert anytime any eForm is eSigned in the system (not just Quotes you're assigned to):
- Navigate to Settings → Users / Access
- Select your user account
- Go to the Access tab
- Enable Access ID 1588 (Alert when eForms are eSigned)
Access & Permissions
TRUE has two types of alerts with different dismissal behaviors. The presence or absence of the "eye" icon indicates whether an alert can be unsubscribed from.
| Alert Type | Eye Icon | Can Dismiss? | How to Stop Receiving |
|---|---|---|---|
| Access ID Alerts | Has eye icon | Yes - click eye icon to unsubscribe | Click the eye icon, or have admin remove the Access ID from your user account |
| Assignment Alerts | No eye icon | No - cannot be dismissed | Remove yourself from the record assignment, or ask to be unassigned from the record |
Access ID Alerts are controlled by permissions in the Users / Access module. You receive these because an Access ID is enabled for your account. Since it's permission-based, you can opt out.
Assignment Alerts are sent because you are directly assigned to the record (Quote, Task, Contract, etc.). These alerts are tied to your assignment and cannot be turned off without removing the assignment itself.
Tip: If you're receiving too many assignment-based alerts, review which records you're assigned to. For tasks and quotes, being assigned means you're responsible for that item and will receive all related notifications.
TRUE has two types of alert delivery mechanisms.
| Type | Description |
|---|---|
| Automatic Alerts | Sent to users who are directly assigned to a record. For example, if you're assigned to a Task, you automatically receive alerts when that Task is due. No additional configuration needed. |
| Access ID Alerts | Controlled by Access IDs assigned in the Users / Access module. These alerts are identified by the "eye" icon in the Alerts list. You only receive these if the Access ID is enabled for your user account. |
Note: To stop receiving an Access ID alert, either click the "eye" icon next to the alert, or have an administrator remove the Access ID from your user account.
Administrators can restrict users from creating manual alerts using a security permission.
- Navigate to Settings → Users / Access
- Select the user to restrict
- Go to the Access tab
- Find the Alerts section
- Enable Access ID 1638 (Deny Manual Alert Creation)
When this permission is enabled, the user will not see the "+" icon in the Alerts module and cannot create manual alerts.