Admin alert rules
Email the right people the moment an event matches a rule — a dangerous defect, a failed inspection.
Rufineous Emmanuel
Last Update a day ago
Notification preferences are personal — each person chooses what reaches them. Alert rules are the opposite: the workspace decides who must know when something specific happens. As the screen puts it: "Alerts respect a dead email address but not a recipient's personal notification mutes — you, the admin, decide who is told."
Find them under Global settings → Alerts → Manage alert rules (requires the Manage settings permission).
Building a rule
Click New rule and fill in three cards:
Rule — a name (e.g. Dangerous defect raised), the trigger, and whether it's enabled. Four triggers:
- A defect is reported
- A defect is graded
- A form or inspection is submitted
- A submission is reviewed
You can also switch on Attach a PDF summary — "Send a printable one-page PDF alongside the email."
Conditions — leave empty and "the rule fires on every matching event", or add conditions on the trigger's fields with Match all / Match any. Defect triggers offer Grade / severity, Status, Priority, Category and Title; form triggers offer Result, Status, Score, Form and Kind. Operators read naturally: is, is not, is any of, contains, greater than, at least, is set…
Example: A defect is graded + Grade / severity is any of: dangerous, critical = an email the moment something serious is graded.
Recipients — five kinds, mixable:
- Whoever raised or submitted the record — the worker involved.
- Everyone who holds a permission — e.g. Defects & compliance managers, Forms managers, Workspace admins.
- Smart groups — your rule-based workforce segments.
- Specific people — named users.
- Extra email addresses — anyone outside Maliru (a client contact, an H&S consultant).
What arrives
A clean, focused email: the rule name, the record's title, the trigger, a table of the event's details, and an Open the record button that lands the reader on the exact record in Maliru. With PDF attached, a one-page printable summary rides along.
Behaviour worth knowing
- A rule fires at most once per record — no duplicate storms.
- Only events after the rule was created fire — enabling a rule never blasts the backlog.
- Bounced or complained addresses and deactivated users are dropped automatically.
Tip: start with one rule — A form or inspection is submitted + Result is fail to your compliance managers — and grow from there.