Announcements and notifications in TeamForm

Owned by Space Sync for Confluence
Last updated: Nov 14, 2024
3 min read

 

Announcements are communications or messages that are shared with users through the TeamForm platform. Announcements are often used for but not limited to providing:

  • Updates to upcoming feature releases.

  • Awareness on key processes and dates that may impact users access or usability within TeamForm.

  • Pointers to find additional information about TeamForm outside of the platform.

  • Prompt on key actions needing to be done by users and when.

  • Quick guides or instructions for users to do specific actions.

When to use what?

Refer to this guide to help you decide which Announcement method is best suited for what you would like to do: What communication method should I use?

What are the different types of Announcement in TeamForm?

There are 4 types ways to engage and release Announcements to users, each to be used with a specific intent and purpose.

Global Announcement

The global Announcement is a small banner that system admins can create to appear in the TeamForm app, Directory or both. Once created, this banner will appear on the top of every pages of the application. Hence it is most often used to socialise key messages such as events coming up, reminder for confidentiality or data update events.

Who can see it?

All users irrespective of the type of access they have within TeamForm

 

image-20240308-122645.png
An example of global Announcement shown at the top of the page.
Here, a reminder of the data confidentiallity in yellow.

Pros & Cons

Pros

Cons

Pros

Cons

  • Can set 2 different banners between Directory and the App.

  • Can limit banner to only show in either Directory, App or both.

  • Quick and easy to do in setting.

  • Through the UI you cannot tailor specific messages to specific roles i.e one message to show up in one person’s screen but not in another based on their role.

Announcements

Announcements are small Announcements that appears on the users' screen when they first log onto TeamForm. They are only displayed once.

Announcements are generally used to release information to users such as new features or updates.

Who can see them?

Power and system admin users i.e those that have editing access to Teamform.

 

image-20240308-122135.png
An example of announcements displayed upon user logging in.

Pros & Cons

Pros

Cons

Pros

Cons

  • Quick and easy to do in settings by users.

  • Can include external links in the message.

  • Through the UI you cannot tailor specific messages to specific roles i.e one message to show up in one person’s screen but not in another based on their role.

  • Limited to only one header name for the section.

  • Cannot schedule when the announcement goes out.

Email based notifications

Email notifications are sent to targeted audience to share about specific information or call to action. They are automated and scheduled ahead of time.

When an user submits or updates data in the App, neither demand and supply leaders get notified of these actions. This is because previous feedback has been that too many emails from TeamForm can be seen as spams rather than informative, hence could potentially cause annoyance for the receiver.

Who can see them?

Each email is sent to the selected users in a pre-determined distribution list.

 

Pros & Cons

Pros

Cons

Pros

Cons

  • Targeted comms and can be aligned to support process completion such as QBR

  • Not easy to set up in the App, with some CS Engineering help required

  • Cannot include images in the email as many of our customers have security settings on that blocks images sent from external emails in

  • Difficult to trace through the conversion of email click-through to TeamForm

Release notes

TeamForm release notes are a summary update of what has been released by TeamForm.

The release note is published outside of TeamForm in the TeamForm Doc: https://teamform.atlassian.net/wiki/x/IYIepQ . Hence, notifying the user about the release note is often done through the other channels presented above and by including an external link in them.

The release note can also be accessed by a link in the TeamForm UI found at the bottom of the announcement panel.

TeamForm manage the release note and it solely communicates update about the app itself – when others communication can regard customers' context or be initiated by them.

Who can release notes?

Power and system admin users i.e those that have editing access to TeamForm.

 

Pros & Cons

Pros

Cons

Pros

Cons

 

  • Users do not get notified when a new feature release note has been released

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