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Customize your notification preferences

Create custom notification preferences to have more control over which notifications you receive and when you receive them.

When you're on an Item's Team, you automatically receive updates about the Item in your Notifications Window and Digest email. Some updates that are more time-sensitive will generate an additional email. Automatically-generated Team notifications are not customizable. 

However, you can "opt-in" to additional notifications about Items for which you are not on the Team. This is a great way for Continuous Improvement Coaches and leaders to keep up-to-date on Items throughout their department or organization. Each of your System Roles may have default notification preferences configured by your organization, but you can customize your notification preferences to make sure you get the notifications you want when you want them. 

You can also change the days on which you should receive your Digest or Subscription emails, and the time at which you should receive them.

Customize your notification preferences

To customize your notification preferences, log in to KaiNexus, then:

  • Select your profile picture in the Navigation Bar. The navigation bar with the profile picture marked in red
  • Select User Profile in the resulting drop-down menu and your user profile will open.
    • Select Actions in the top right corner of your user profile.

The user profile page with an arrow pointing to the Actions button

    • Select Notification Preferences in the resulting drop-down menu and the Notification Preferences window will open.

      • Use the Opt-In tab to add, edit, or remove your current notification preferences. These are the additional notifications that you've "opted-in" to receive.
      • Use the Email Settings tab to update your Digest, Subscription, and AI Recap email preferences or turn email on or off for your account.

The Opt-In tab

When the Notification Preferences window opens, you will be taken to the Opt-In tab directly. If you're not on the Opt-In tab, click it in the Notification Preferences window's header to open it.


Any existing notification preferences will be listed.

  • Click Restore to Role Preferences to return your notification preferences to the default as defined by your Roles' configuration. Any personal opt-in notifications you have configured for yourself will be replaced. If your notification preferences already match the default state, this option will not be available.
    • In the resulting confirmation window, click Restore.
    • If you have more than one System Role, you will receive the superset of all notification preferences for each of your System Roles. 
  • Click Remove All to clear your list of preferences. If you don't have any preferences configured, this option will not be available.
    • In the resulting confirmation window, click Delete.
  • If a Preference has an Item Filter applied, a blue filter icon will appear. Select the icon to view the applied filter in read-only mode.
  • Click the pencil icon next to any existing notification preference to edit it.

    • In the resulting Edit Notification Preference window, update the preference as necessary and then click Save.
  • Click the x icon next to any existing notification preference to delete it.

    • In the resulting confirmation window, click Delete.

Click New to create a new notification preference.

  • The New Notification Preference window will open.

    • You must select at least one Workflow, Template, or Assessment about which you want to be notified. To receive notifications about all Items that use a Workflow, select All from the Workflow drop-down. To receive notifications about all Assessment Types, select All from the Assessment drop-down.
      • Workflow: Expand this drop-down to select the Workflow(s) about which you want to be notified.
      • Template: Expand this drop-down to select the Template(s) about which you want to be notified.
      • Assessment: Expand this drop-down to select the Assessment Type(s) about which you want to be notified. This field is only available if your organization has the Assessments Module. 
    • Item Filter: Select the filter icon to open the Item Filter. Use the Item Filter to set additional criteria for the types of Items you want to be notified about.
      • Items must match the selected Workflow, Template, or Assessment Type, and meet the Item Filter and Activity criteria to trigger notifications.
    • Activity: Expand this drop-down to select the type of activity about which you want to be notified. Your options are: 


      • Item Submitted: You will be notified when an Item meeting your criteria is submitted, regardless of its initial Status. 
      • Status Changed: You will be notified when an Item meeting your criteria transitions to a specific Status. When you select this activity, two additional drop-downs will appear:
        • Statuses: Use this drop-down to select one or multiple Statuses. When an Item meeting your criteria transitions to one of these Statuses, you will receive a notification. 
        • Outcomes: Use this drop-down to specify which outcomes must be logged on the Item to trigger this notification. 
          • All Outcomes: You will be notified for all Items meeting your criteria regardless of which Impacts or No Change Reasons are logged in the Resolution. 
          • Specific Outcomes: You will be notified only for Items meeting your criteria that also have your specified Impacts or No Change Reasons. When you select Specific Outcomes, you'll see a list of your organization's Impacts and No Change Reasons. Use the checkboxes to determine whether or not Complete Items with that outcome will trigger your notification. This setting has no effect on Assessment Items, which cannot have Impacts. 
      • Due Date Approaching: You will be notified when Items meeting your criteria have a Due Date within 5 days of the current date. 
      • Attribute Changed: You will be notified when an Attribute on an Item meeting your criteria is updated. Use the additional drop-down to pick which Attribute(s) will trigger a notification when it is updated. For Assessment Items, use Assessment Field Changed instead.
      • Assessment Field Changed: You will be notified when an Assessment Field on an Item meeting your criteria changes from one value to another. Use the additional drop-down to select Assessment Field(s), or leave it blank for All Assessment Fields. This activity is only available if your organization has the Assessments Module. 
      • Transferred: You will be notified when an Item meeting your criteria is transferred. This activity does not apply to Assessment Items. 
      • Deleted: You will be notified when an Item meeting your criteria is deleted. 
      • Escalated to, Escalated from, Deescalated to, and Deescalated from: An additional drop-down will appear beneath the Activity drop-down from which you can choose whether to be notified about all Escalation Tiers or only specific Tiers. These activities do not apply to Assessment Items.
      • Milestone Ready, Milestone Approve, Milestone Un-Approve, Milestone Added, Milestone Removed, Milestone Ready Deadline Passed, and Milestone Approval Deadline Passed: An additional drop-down will appear beneath the Activity drop-down from which you can choose whether to be notified about all Milestones or only specific Milestones. These activities do not apply to Assessment Items.

Ofie Profile PicPro Tip: Do you want to be notified when an Attribute changes to a specific Value? Select Attribute Changed as the Activity and use the Item Filter to specify which Attribute Value the Item must have to trigger an alert.  

    • Depending on which Activity you select, additional options will appear that help you modify your new notification preference. 


      • Location: Expand this drop-down to select the Location parameters for this notification preference:
        • Anywhere: You will be notified about Items in every Location in the organization. This is best for Continuous Improvement coaches and other leaders who need to hear about all work being done in the organization, not just work in certain Locations.
        • User's Location Only: You will be notified about Items in your Locations only.
        • User's Location & Below: You will be notified about Items in your Locations and in any Locations nested under them.
        • Specific Location: You can choose to be notified about Items in any Location. When this option is selected, additional fields will appear beneath it
          • The Location search field: Use this field to search for and select the Location about which you want to be notified.
          • The Location parameters field: Use this field to select whether you should be notified about This Location & Below or This Location Only
      • When: Expand this drop-down to select when you will receive this notification. This option will only appear if "New," "Overdue," or "Resolution Submitted" were selected in the Activity field.
        • Select Immediately to receive the notification as soon as the selected activity is performed; select Delayed to receive the notification some number of days later. If Delayed is selected, a number field will appear beneath this drop-down. Enter the number of days (1-90) that this notification should be delayed.
        • The Remind each week checkbox: When enabled, you will receive a weekly notification about this event until it is addressed. This helps keep time-sensitive work from falling through the cracks. This option is available for the following activity types:
          • Item Submitted: You will receive a weekly notification until the submitted Item is no longer in New Status. 
          • Status Changed to Overdue or Resolution Submitted: You will receive a weekly notification until the Item is no longer in Overdue or Resolution Submitted Status. 
          • Milestone Ready and Approval Deadline Passed: You will receive a weekly notification until the Milestone Deadline is no longer past due.
      • How: Expand this drop-down to select how you would like to be notified.
        • Select Alert Only to receive only an in-app notification. This option will not be available if "Deleted" was selected in the Activity field.
        • Select Alert + Email to receive an in-app notification and a separate email. 
      • The Include Nested Items checkbox: When unchecked, you will only be notified about Items that aren't nested under another Item. When checked, you will also be notified about Items that are nested under another Item.
      • The Require Edit Permission checkbox: When checked, you will only be notified about Items that you have permission to edit.
    • Click Save.

Ofie Profile PicCaution: If you're part of an Item's Team, your opt-in notification preference won't trigger for that Item, even if all other conditions are met. This is because team members automatically receive notifications based on their specific role. 

The Email Settings tab

Click the Email Settings tab in the Notification Preferences window's header to open it. Your current email settings will be listed.

  • Which days do you want to receive a digest?: Each day of the week will be listed alongside a checkbox. You will receive your Digest on each of the selected days (if you have any notifications on that day). Click the checkbox next to a day to select or deselect it.
    • If you have not signed in to KaiNexus in the past 90 days, you will not receive the Digest. 
  • Which days do you want to receive your subscriptions?: Each day of the week will be listed alongside a checkbox. You will receive your Subscription email on each of the selected days (if you have subscribed to any Lists or Boards). Click the checkbox next to a day to select or deselect it.
  • Which days do you want to receive Recaps?: This option will be available if your organization has KaiNexus Intelligence. Select the days on which you want to receive your assigned AI Recaps. One schedule applies to all Recaps assigned to you. Selecting no days stops scheduled Recap emails. 
  • What time do you want to receive these emails?:  Using the drop-down menus, select the time and time zone at which processing should begin on your Digest, Subscription, and Recap emails. You will typically receive these emails within an hour of your processing start time. 
    • Leave these fields blank to keep to your organization's default.
  • Email: To turn off all notification-based emails, click Off. Account support and password reset emails will still be sent as needed.
    • To turn notification-based emails back on, click On.
    • This option is only available for people with the User Manager (Everywhere) permission or users with the User Manager (Location and Below) permission with permission to edit their own accounts.

Ofie Profile PicPro Tip: If a User's email notifications are turned off, their email address will be crossed out when displayed in the User Details and Email columns on People Lists.