How to Configure Notification Settings and Email Groups

ProProfs Knowledge Base allows Super Admins to set up email groups and assign notification rules so that selected team members receive automatic email alerts when new articles are created or existing ones are updated. This helps internal teams stay informed about important content changes without needing to manually check the dashboard.

Who This Is For

This feature is designed for:

• Super Admins who manage content workflows and want visibility into new or updated articles.
• Content managers who oversee writers, editors, and reviewers.
• Compliance, product, or documentation teams that must stay updated about changes in policies, product information, or internal processes.
• Managers or stakeholders who don’t log in daily but still need updates in their inbox.

Why This Helps

Setting up notification rules ensures that:

• Important changes do not go unnoticed.
• Reviewers can quickly act on new or updated articles.
• Teams stay aligned without relying on manual communication.
• Compliance-related content updates are tracked more efficiently.
• Alerts reach the right people automatically through the correct email groups.

This improves accountability, speeds up collaboration, and reduces the chances of missing critical updates.

How to Configure Notification Settings

Step 1: Go to Notification Settings
Navigate to the Notification Settings section from your dashboard.
 (Visible only to Super Admins.)

Step 2: Click Add Email Group
Create a group and add the email addresses of users who should receive notifications.

• Each group can contain up to 5 email addresses.
• You can create up to 3 groups.
• Only emails that already exist in your company account can be added.

Step 3: Save the Email Group
After adding the required emails, click Save.

Step 4: Open Notification Rules
Go to the Notification Rules section to assign the groups.

Step 5: Enable a Notification Rule
Turn on the rule you want to use, such as:

• Article Created
• Article Updated

Step 6: Map an Email Group
Once the rule is enabled, select which email group should receive notifications for that action.
When the rule is active and assigned, all members of the selected group will receive an email whenever the specific event occurs.

Important Things to Note

• Only Super Admins can access and manage Notification Settings.
• Email groups have strict limits: a total of 3 groups, with a maximum of 5 users per group.
• Notifications are sent only to emails that already exist in your company’s account.
• These email notifications differ from in-app alerts displayed to end users.
• You can enable or disable each rule at any time without affecting existing groups.

That is all about configuring notification settings and email groups in the ProProfs Knowledge Base. If you encounter any issues or have any questions, feel free to contact our support team.