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 steps 8 and 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 notification email:
- 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.
- The workflow is not active. Open the workflow and check that it has not been disabled. An inactive workflow will not fire even when all conditions are met, so re-enable it and 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.