> For the complete documentation index, see [llms.txt](https://doc.dastra.eu/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://doc.dastra.eu/en/features/settings/notifications.md).

# Notifications

Manage notifications in Dastra: the in-app notification center, email notifications and the Notification permission of roles.

## Overview

Notifications in Dastra keep you informed of important activity on your processing activities, questionnaires, tasks and data subject requests.

There are **two types of notifications**:

1. **The notification center**, built directly into the application.
2. **Email notifications**, which each user customizes according to their preferences.

## Notification center (in the application)

The notification center groups the alerts you see through the notifications icon at the top right of the screen. It has two tabs: **Notifications** and **Task assigned**.

* It is available to all users of the workspace.
* It cannot be customized: it is shared across the whole workspace.
* It contains general notifications about recent activity: creation, modification or deletion of items.
* The **Refresh** button reloads the list, **View more** opens the history page, and the **My activity** switch limits the list to your own actions.

<figure><img src="https://2697025545-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-LvBxs22wUMicv9uWp6C-1972196547%2Fuploads%2Fgit-blob-7d6b90e134b1424baf951f3ddc6513afb5cf4ca1%2Fsettings-notifications-1.png?alt=media" alt="The notification center panel with the Notifications and Task assigned tabs"><figcaption><p>The notification center</p></figcaption></figure>

{% hint style="info" %}
Example: "The processing activity Recruitment management has been modified".
{% endhint %}

## Email notifications

Each user chooses from their profile which notifications they receive by email.

### How to customize your notifications

1. Click your **avatar** at the top right of Dastra.
2. Select **Notifications center**.
3. Turn events on or off according to your needs. Each change is saved immediately.

<figure><img src="https://2697025545-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-LvBxs22wUMicv9uWp6C-1972196547%2Fuploads%2Fgit-blob-2a5a26c83b9c416fa43c9460fa55da9ef144e8d8%2Fsettings-notifications-2.png?alt=media" alt="The avatar menu with the Notifications center entry"><figcaption><p>The "Notifications center" entry of the avatar menu</p></figcaption></figure>

The page has three blocks: **Push notifications** (desktop notifications, even when your browser is closed), **Marketing and advertising** (newsletter subscription and commercial communication) and **Notifications event subscription**, which groups the email events. The switch at the top of that last block turns all events on or off at once.

{% hint style="info" %}
Email notifications are ideal for being alerted to actions that need a quick response (questionnaires, requests, data breaches, etc.).
{% endhint %}

### Prerequisite: the Notification permission in the role

Customizing email notifications only works if the user's role allows it.

In the role configuration (**Organisation Configuration** > **Roles and permissions**), each module has a **Notification** checkbox. If it is not ticked, users with that role receive no email notification for that module, whatever their personal preferences. When it is ticked, they receive a compiled notification about one hour after the last activity.

{% hint style="info" %}
The role opens or closes the right to receive notifications. The user can then refine their preferences, but only within the limits of what their role allows.
{% endhint %}

### Notification categories

Email notifications are organized by **categories**, one per object type. Each category contains several events that you can turn on individually.

| Category                      | Events offered                                                                                                        |
| ----------------------------- | --------------------------------------------------------------------------------------------------------------------- |
| Processing activity           | Creation, modification, status change, publication, archiving, deletion, relationships, invitation, review            |
| Request                       | Creation, modification, status change, new message, assignment, identity validation, suspension, anonymization        |
| Data breach                   | Creation, modification, state change, archiving, invitation                                                           |
| Task                          | Creation, modification, status change, mention, assignment, archiving, deletion                                       |
| Comment                       | New message, new mention                                                                                              |
| Cookie consent's widgets      | Widget creation                                                                                                       |
| Responding to a questionnaire | Response refused, validated or finalized, invitation, annotations, action plan generated, response pending validation |
| Questionnaire template        | Creation, modification, deletion                                                                                      |
| Trust Center                  | Creation, update                                                                                                      |
| Analytics reporting           | Monthly report subscription                                                                                           |
| Generic relationships         | Creation, deletion of a relationship                                                                                  |
| Risk assessment               | Creation, modification, state change                                                                                  |
| Control point                 | Creation, modification, review                                                                                        |
| Contribution                  | Approval, rejection                                                                                                   |
| Stakeholder                   | Import, creation, modification, status change, deletion, review                                                       |
| Dataset                       | Import                                                                                                                |
| Asset                         | Import, creation, modification, status change, deletion, review                                                       |
| Category of data subjects     | Import, creation, modification, status change, deletion                                                               |
| Datafield                     | Import, creation, modification, status change, deletion                                                               |
| Security measure              | Import, creation, modification, status change, deletion                                                               |
| Team                          | User added or removed, creation, modification, deletion                                                               |
| Organizational unit           | Team added or removed, modification, deletion                                                                         |
| Contract                      | Creation, modification, status change, deletion, review, electronic signature, assignment, expiration                 |
| AI system                     | Creation, update, stage change, deletion, review, invitation to complete                                              |
| Compliance project            | Creation, archiving, status change                                                                                    |
| Compliance Audit              | Creation, archiving, finalization                                                                                     |
| Test campaign                 | Creation, finalization                                                                                                |
| Custom report                 | Creation, modification, moved to recycle bin, restoration, permanent deletion                                         |

For example, for processing activities you can choose whether to be notified of a modification, a status change or the removal of a relationship:

<figure><img src="https://2697025545-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-LvBxs22wUMicv9uWp6C-1972196547%2Fuploads%2Fgit-blob-e7b7c3f41eaa234ef76d2c4ff9cb1a5a2b657861%2Fsettings-notifications-3.png?alt=media" alt="Events of the Processing activity category, each with its switch"><figcaption><p>The events of the Processing activity category</p></figcaption></figure>

For questionnaires, you can choose to receive an email when a response is rejected or validated, on an invitation to respond, or when an annotation is added:

<figure><img src="https://2697025545-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-LvBxs22wUMicv9uWp6C-1972196547%2Fuploads%2Fgit-blob-23c2780a5f95958032312cd28b3f41fb57f56d0a%2Fsettings-notifications-4.png?alt=media" alt="Events of the Responding to a questionnaire category, each with its switch"><figcaption><p>The events of the Responding to a questionnaire category</p></figcaption></figure>

## Automatic notifications

Some notifications are **systemic**: they are sent automatically, even if you turned off the matching category.

These notifications are considered essential to collaboration:

* Invitation to a **questionnaire**
* **Assignment** to a task or a request
* **Direct mention** in a comment (@your-name)
* Invitation to complete the **record of processing activities**
* Immediate sending of a **scheduled invitation** (if the option is enabled)

## Best practices

* Turn on emails for activities that need action from you (questionnaires, requests, data breaches).
* Check the notification center regularly for an overview of the workspace.
* Check your "Notifications" folder in your mailbox if you think you no longer receive some messages.
* For a DPO: turn on all categories.
* For a contributor: prioritize tasks, comments and questionnaires.

## FAQ

### I no longer receive my notifications. What should I do?

Check your preferences in **Notifications center**, from your avatar menu. Also make sure that Dastra emails are not redirected to your "Promotions" or "Spam" folder.

{% hint style="info" %}
By default, you do not receive notifications for actions that you perform yourself.
{% endhint %}

### Can I receive a monthly summary?

Yes, you can receive a monthly summary of your workspace activity. In **Notifications center**, turn on the **Preferences : mensual report subscription** event of the **Analytics reporting** category.

## See also

* [Set up your user profile](/en/getting-started/setup/profile.md)
* [Manage roles and permissions](/en/features/settings/roles.md)
* [Monitor your questionnaires](/en/features/questionnaires.md)


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