Step by step process to set up automated email notifications in Agiloft

If you’re tired of chasing people down for updates or wondering if anyone saw your latest contract revision, automated email notifications can save your sanity. This guide is for folks who want to set up these alerts in Agiloft without wading through jargon or endless menu screens. Whether you’re a sysadmin, a contract manager, or just the “techy one” on your team, you’ll get real steps, not just screenshots and buzzwords.

Why automated email notifications matter (and when they don’t)

Setting up automated emails means less manual follow-up and fewer dropped balls. Agiloft can shoot out alerts for approvals, assignments, status changes—pretty much anything you’d rather not handle by hand. But don’t get carried away: too many notifications and people will start ignoring all of them. The trick is to automate what matters and skip the noise.

Before you start:
You’ll need admin access or at least permission to edit rules and email templates in your Agiloft workspace.

Step 1: Map out what you actually need to automate

Don’t start with the tech—start with your process. Figure out:

  • What events should trigger an email? (e.g., new contract submitted, task assigned, approval needed)
  • Who should get the email? (specific users, teams, or even external contacts)
  • What should the email say? (clear, actionable info; skip the fluff)

Pro tip:
If you’re new to Agiloft, keep it simple: pick one or two notifications to automate first. You can always add more later.

Step 2: Set up your email server in Agiloft

If your system isn’t already sending emails, you’ll need to connect Agiloft to your mail server. Most people use their company’s SMTP details.

  1. Go to Setup > Email > Outgoing Email Accounts.
  2. Add a new email account or edit the default one.
  3. Enter your SMTP server details (address, port, authentication).
  4. Test the connection.
  5. Save.

Heads up:
If emails aren’t going through, double-check your SMTP settings. Some corporate mail servers block third-party apps by default. IT may have to white-list Agiloft or set up an app password.

Step 3: Build your email template

Templates control the content and look of your notification emails. You don’t need to be a designer—just make it clear.

  1. Go to Setup > Email > Email Templates.
  2. Click New to create a template.
  3. Pick the table (e.g., Contracts, Tasks) this template will pull data from.
  4. Give it a name you’ll remember later.
  5. Write your subject and body. Use field variables (like $contract_title or $assigned_to) so each email is personalized.
  6. Optionally, add formatting or your company logo. But don’t overdo it—plain text is fine for most internal alerts.
  7. Save.

What works:
- Keep subject lines short and specific. - Include direct links back to the Agiloft record.

What doesn’t:
- Generic “You have a notification” subjects. People ignore these. - Overly formal language. Nobody likes reading “Dear Valued User.”

Step 4: Create a rule to trigger the email

This is where the magic happens—rules tell Agiloft when to send your email.

  1. Go to the table where you want to automate notifications (e.g., Contracts).
  2. Click Setup [Table Name] > Rules.
  3. Click New to create a rule.
  4. Name your rule clearly, like "Notify Approver on Contract Submission."
  5. Set the Trigger:
    • When: Choose when the rule should run—on record creation, on field change, or on a schedule.
    • Conditions: Narrow it down (e.g., Status = “Pending Approval”).
  6. In the Actions section, add Send Email.
    • Pick your template.
    • Set recipients (could be a field like “Approver Email” or a specific user/group).
  7. Save the rule.

Quick advice:
Test your rule with a dummy record before rolling it out. Spamming the whole team by accident is a rite of passage—but you can skip it.

Step 5: Test and tweak

Don’t trust that it “should just work.” Actually test your notifications:

  • Create or edit a record to trigger your rule.
  • Check the recipient’s inbox (and spam folder).
  • Make sure the email looks right and links work.
  • If it doesn’t send, check the rule’s conditions and your email server logs.

What to ignore:
Don’t worry about fancy HTML or graphics unless you’re emailing external clients. For internal stuff, clarity beats design.

Step 6: Manage notification overload

Agiloft makes it easy to create notifications, but that’s a double-edged sword. If users get too many emails, they’ll start ignoring all of them—including the important ones.

How to keep it sane:

  • Only automate what’s truly time-sensitive or actionable.
  • Use clear subjects so people can triage at a glance.
  • Review your notifications every few months. Kill off the ones nobody reads.

Pro tip:
Consider using digest emails for routine updates, so users get one summary instead of a dozen separate alerts.

Step 7: Maintain and iterate

Once you’ve got the basics working, revisit your setup:

  • Are people acting on the notifications?
  • Are any rules firing too often (or not at all)?
  • Are there new processes that need automation?

Don’t be afraid to tweak your templates or rules. The first draft is rarely the final version.

Real-world tips (from people who’ve done this)

  • Keep recipients in the loop: If you’re sending notifications to people outside Agiloft, make sure they know what to expect. Otherwise, your emails might get flagged as spam.
  • Avoid “Reply All” chaos: Agiloft notifications are one-way by default, but if you add reply-to addresses, be careful. Internal threads can spiral fast.
  • Document your rules: Even if you’re the only admin now, someone else will have to fix things later. A quick note in the rule description goes a long way.

Wrapping up: Keep it simple, and don’t set it and forget it

Automated email notifications in Agiloft can save you time and headaches, but only if you set them up thoughtfully. Start small, test often, and don’t be afraid to turn off notifications that aren’t pulling their weight. People appreciate clear, actionable emails—not noise.

Remember: the goal isn’t to automate everything. It’s to automate the right things, so your team can focus on real work. Iterate as you go, and your inbox (and your sanity) will thank you.