Quick answer: A notification workflow automatically emails or alerts specific people when a condition is met on a record in AlisQI — for example, a sample marked ready, a new complaint submitted, or an action marked complete. You set it up once, from a result overview's More > Workflows menu, by defining a trigger condition, choosing recipients, and picking a notification method (email, in-app alert, or both).
When would you use this?
| Use case | Without the workflow | With the workflow |
|---|---|---|
| Notify the lab a sample is ready for testing | Production has to manually contact the lab | The lab is notified automatically as soon as the sample is marked ready |
| Notify the gatekeeper about a new customer complaint | Someone has to manually flag the new complaint | The gatekeeper is notified automatically when the complaint is submitted |
| Notify the Quality Manager when an action is completed | The Quality Manager has to check the action list manually | The Quality Manager is notified automatically when the action is completed |
Before you start
Make sure you have the following ready:
- Permission to manage workflows in AlisQI.
- A trigger — the event that should cause the notification, e.g. a checkbox being checked, a new result being entered, or a status/date field being filled in.
- The fields the trigger depends on already added to the record (e.g. the checkbox field itself).
- A recipient — one or more people, email addresses, or a user selected from a selection list.
- A notification method — email, an in-app pop-up or alarm, or both.
- The module or record where the triggering information is stored (e.g. sample, complaint, action).
Step-by-step: building the workflow
This walkthrough uses the lab example above:
Production user checks a box (in the result entry screen) to mark a sample ready, and the lab technician gets notified automatically of the products they are responsible for testing.
- From the menu bar, go to the results overview of the relevant Analysis set.
- On the right side of the screen, click More > Workflows.
- Click + New workflow. A new panel opens on the right.
- In the panel, click Add filters. A window opens to configure them.
- Open the field list and select the (name of the) field that should trigger the workflow — in this example, a checkbox field.
- Set the condition that should trigger the workflow. For a checkbox, select Yes to trigger when it's checked. For a selection-list field, you'd instead choose from that list's options.
- Click Add field when you need an additional condition — for example, if the lab should only be notified for specific products.
- Open the field list and select the additional field. If it's a selection-list field, a Condition field appears.
- Open the condition list and select the condition (product) that should trigger the workflow. In this example the product the Lab tech needs to be aware of.
- Repeat step 9 if you need to add another condition on this field.
- Once all conditions are set, click Apply to close the filter window.
- Select which action(s) should trigger the workflow. In this example, select both Entry and Modification — Entry covers the case where Production completes all checks at once, and Modification covers completing some checks now and the rest later.
- Select the recipient type — in this example, choose Users.
- From the Users list, select who should receive the notification.
- Add any signals you need — these run alongside the main message:
- Popup — shows a pop-up to selected user(s).
- Alarm — triggers an alarm.
- Result transfer — creates a result in a different Analysis set.
- Webhook — sends data to another system.
- Click Popup, then select Popup notification to user.
- Enter a Subject and Message.
Note: the message uses the variable
{product_}here. Available variables for each field appear under Variables — they're replaced with the actual value from the triggering result. For example,{product_}becomes the actual product name selected. - Choose whether the result should be added as a table. If checked, the result and any attachments are included in the message; if not, only the message and a link to the result are sent.
- Click Save. The workflow now appears under Existing workflows on the left side of the screen.
How to test your workflow
Trigger the workflow:
- Add a new result to the Analysis set the workflow is set up for.
- Enter the result, making sure the trigger conditions are met.
- Save the result.
Confirm it worked:
- A pop-up should appear on the recipient's account — but only if they're logged in at the time.
- Check the Messages inbox as a backup: go to your profile, click Messages, and look for the notification there.
If the workflow doesn't trigger
When this applies: you completed the trigger action, but no notification arrived.
- The trigger conditions weren't fully met. Open the workflow's filters and confirm the field values match the conditions exactly, then test again.
- The wrong recipient is selected. Open the workflow and confirm the correct user, email address, or list is set as the recipient, then test again.
If neither of these resolves it,
1. Review this article : https://help.alisqi.com/troubleshooting-workflow-triggers-logic-and-notifications or,
2. Contact AlisQI Support with details of the workflow setup and what you expected to happen.
Key terms used in this article
- Trigger – the event (e.g. a field being entered or changed) that causes the workflow to run.
- Filter – the condition(s) a record must meet for the workflow to trigger.
- Signal – an action the workflow performs alongside the main message: a popup, an alarm, a result transfer, or a webhook.
- Variable – a placeholder (e.g.
{product_}) in a message that's replaced with the actual value from the triggering result.