Email Notifications & Digests

ApprovIQ keeps all project members informed with two types of email communication: real-time notifications and daily digest summaries.

Real-Time Notifications

When activity happens on your projects, ApprovIQ sends email notifications. To prevent notification fatigue during periods of high activity, notifications use intelligent debouncing.

How Debouncing Works

Instead of sending one email per event, ApprovIQ groups activity together:

1. When a notification event occurs, a 10-minute timer starts
2. If more events happen within the window, the timer resets (extends another 10 minutes)
3. When the timer expires with no new activity, one consolidated email is sent with all the events from that window

This means:

• A batch of 20 document uploads generates one email, not 20
• Quick back-and-forth comments are grouped together
• You still receive timely notifications — the maximum delay is 10 minutes after the last activity

Notification Events

You receive notifications for:

Event	Approver	Applicant
Document uploaded	Yes	—
Document stamped	—	Yes
Document revoked	—	Yes
Item status changed	—	Yes
Comment added	Yes	Yes
Invitation accepted	Yes	—

Consolidated Email Format

Each notification email includes:

• A summary header (e.g., "5 updates across 2 projects")
• Activity grouped by project, then by approval list item
• Direct links to the relevant items in ApprovIQ
• A link to manage your notification preferences

Daily Digests

Daily digest emails provide a summary of all activity across your projects, delivered once per day at your preferred time.

Digest Content

Each digest includes:

• Activity from the previous 24 hours
• Grouped by project and approval list item
• Summary of status changes, new documents, and comments
• Direct links to each project

Digest Scheduling

Digests are timezone-aware and delivered at your chosen time:

• Default time: 9:00 AM in your timezone
• Default timezone: Australia/Sydney
• Both can be customised in your Email Preferences

The system converts your preferred delivery time to UTC for scheduling, so you always receive your digest at the right local time — even across daylight saving transitions.

Managing Preferences

You can control your email notifications from the Settings page:

Setting	Default	Description
Email Notifications	Enabled	Toggle real-time notification emails on/off
Email Digests	Enabled	Toggle daily digest emails on/off
Timezone	Australia/Sydney	Your local timezone for digest scheduling
Digest Hour	9 AM	What time to receive your daily digest

Changes are saved automatically when you update a setting.

See Email Preferences for step-by-step instructions.

Whitelabel Branding

If the approver has configured whitelabel branding, notification and digest emails will display their custom logo and brand colours instead of the default ApprovIQ branding. This means applicants see your branding on all project emails.

Reliability

The email system is designed for reliability:

• Emails are processed through a job queue, so they survive server restarts
• If the email service is temporarily unavailable, jobs are retried automatically
• Notification content is built from the database at send time — so even if a delay occurs, the email always contains the latest information