What actions trigger tasks, notifications and emails? – Oak Digital Workplace

Different actions and activities across your intranet can trigger tasks, notifications and emails. What users receive may vary depending on your intranet configuration, individual notification preferences and workflows.

This guide covers:

Breakdown of tasks, notifications and email for each feature
General rules

Symbol meanings

✅	Generated by default (subject to configuration)
❌	Not generated
Optional	Depends on notification preferences and system configuration
✅*	Usually only if the user follows, subscribes to, or has permissions for the content

Breakdown of the different notification types for each feature (A-Z)

NOTE: If a feature is not listed below, there are no notifications associated

Oak Feature	User action / Event	Task	Notification	Email	Reminders	Display at login
Area Calendar	Calendar event created	❌	❌	❌	❌	❌
	Calendar reminder	❌	✅	✅	❌	❌
	Calendar event changed	❌	✅	✅	❌	❌

Awards	Award nomination (nominee & nominee's manager)	❌	✅	✅	❌	❌

Favourites	Followed content updated	❌	✅	❌	❌	❌

Content	Content published	❌	✅*	✅*	❌	❌
	News updated	❌	✅*	✅*	❌	❌
	News expires	❌	❌	❌	❌	❌
	Comment added	❌	✅	✅	❌	❌
	Reply to comment	❌	✅	✅	❌	❌
	@Mention in comment	❌	✅	✅	❌	❌
	Article reaction	❌	✅	✅	❌	❌
	Review date	✅	✅	✅	❌	❌

Content Approval	Content awaiting approval	✅	✅	✅	❌	❌
	Content approved	❌	✅	✅	❌	❌
	Content rejected	❌	✅	✅	❌	❌

Employee Recognition	Recognition received	❌	✅	✅	❌	❌
	Recognition comment	❌	✅	✅	❌	❌
	Recognition reaction	❌	✅	❌	❌	❌

Events	Event published	❌	✅*	❌	❌	❌
	Invitation sent	❌	✅	✅	❌	❌
	Reminder issued	❌	✅	✅	❌	❌
	Event updated	❌	✅	✅	❌	❌
	Event cancelled	❌	✅	✅	❌	❌
	RSVP confirmation	❌	Optional	Optional	❌	❌

Process / Forms	Actionable step assigned	✅	✅	✅	❌	❌
	Action reminder	✅	✅	✅	❌	❌
	Step submitted (including approval & rejection)	❌	✅	Optional	❌	❌

Hubs	Member invitation	❌	✅	❌	❌	❌
	Added as a member	❌	❌	❌	❌	❌
	New group post	❌	Optional	❌	❌	❌

Messenger	Direct message	❌	✅	❌	❌	❌
	Group message	❌	✅	❌	❌	❌

Notices	Mandatory	✅	✅	✅	✅	✅
	Important	✅	✅	✅	✅	❌
	Not that important	❌	✅	✅	❌	❌
	Custom	Optional	Optional	Optional	Optional	Optional


Service Desk	Ticket created	❌	✅	✅	❌	❌
	Ticket assigned	✅ (assignee)	✅	✅	❌	❌
	Ticket reassigned	✅	✅	✅	❌	❌
	Ticket updated	❌	✅	Optional	❌	❌
	Comment added	❌	✅	✅	❌	❌
	Internal note added	❌	Optional (agents only)	❌	❌	❌
	SLA approaching	✅	✅	✅	❌	❌
	SLA breached	✅	✅	✅	❌	❌
	Ticket awaiting customer response	✅ (customer)	✅	✅	❌	❌
	Ticket resolved	❌	✅	✅	❌	❌
	Ticket reopened	✅	✅	✅	❌	❌

System Administration	Password reset	❌	❌	✅	❌	❌
	Welcome account created	❌	❌	✅	❌	❌
	Account activated	❌	❌	✅	❌	❌
	MFA or security alerts	❌	Optional	✅	❌	❌

Timeline	New timeline post	❌	✅*	❌	❌	❌
	Comment on post	❌	✅	❌	❌	❌
	Reply to comment	❌	✅	❌	❌	❌
	@Mention	❌	✅	❌	❌	❌
	Reaction/Like	❌	✅	❌	❌	❌

User Profile	@Mention	❌	✅	❌	❌	❌
	Following	❌	✅	❌	❌	❌

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Note: The above matrix should serve as a solid administrator reference, although individual site settings and notification preferences can enable or suppress notification and emails.

General rules

Tasks

Tasks are created when a user is expected to complete an action, such as:

Approving content
Approving workflows
Completing a form
Reading and acknowledging mandatory content
Completing an assigned business process

Notifications

Notifications inform users that something has happened, including:

New comments or replies
Mentions
Awards
Event invitations and reminders
Workflow updates
Content published in followed areas
Group activity

Emails

Emails are typically generated for events that require attention or when users have enabled email notifications, including:

Workflow approvals
Form assignments and reminders
Mentions
Comments and replies
Recognition and awards
Event initiations and reminders
Password resets and account creation
Mandatory acknowledgements
Approval decisions

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