Notification Rules & Email Templates
Sales Dashboard provides two layers of notifications: basic download alerts that notify reps when a lead downloads a document, and an advanced rule builder for more complex triggers.
Basic Download Notifications
Enabled by default. When a lead downloads a document, the sales rep assigned to that lead’s territory receives an email notification. Notifications are delivered asynchronously (via a short-delay cron event) to avoid slowing down the visitor’s page load.
Reps can also toggle notifications on or off for individual leads from the User Detail page.
Notification Rule Builder
Go to the Notification Rules page in the dashboard to create automated notifications beyond basic download alerts. Four rule types are available:
Score Threshold
Trigger when a lead’s score crosses a defined threshold. Supports three directions:
- Above — score rises past the threshold
- Below — score drops below the threshold
- Crossed — either direction
High-Value Download
Trigger when a lead downloads specific documents or documents in specific categories. If no conditions are set, the rule matches all downloads.
Inactive Return
Trigger when a previously inactive lead returns to the site. You configure the minimum number of inactive days (e.g., 30 days).
The Inactive Return rule type requires the Advanced Analytics addon. It hooks into session conversion events to detect when a returning visitor’s session is linked to a known user. Without Advanced Analytics, this rule type will never trigger.
New Lead Source
Trigger for new leads from a specific source.
Notification Channels
Each rule can send notifications through one or more channels:
- Assigned Rep — the sales rep assigned to the lead’s territory.
- All Managers — every user with the Sales Manager role.
- Specific Emails — a comma-separated list of email addresses.
- Webhook — an HTTP POST to a URL you specify. Useful for Slack, Zapier, or CRM integrations.
Rules can be toggled active or inactive without deleting them. Each rule has an execution log showing delivery history and any errors.
Webhook Delivery
Webhooks are queued asynchronously and delivered in batches of up to 10. Failed webhooks are retried with exponential backoff (5 seconds, 30 seconds, 2 minutes) up to 3 attempts.
Email Template
The notification email template is fully customizable from Settings → Email Template. You can edit the subject line and HTML body, send a test email, and reset to the default template.
Available Placeholders
| Placeholder | Description |
|---|---|
{{user_name}} |
Lead’s full name (first + last) |
{{user_email}} |
Lead’s email address |
{{user_company}} |
Lead’s company (or “N/A”) |
{{user_phone}} |
Lead’s phone number (or “N/A”) |
{{document_name}} |
Name of the downloaded file |
{{download_date}} |
Download date (WordPress date format) |
{{download_time}} |
Download time (WordPress time format) |
{{dashboard_link}} |
Direct link to the lead’s detail page in the dashboard |
Placeholders work in both the subject line and the body template.
Data Retention
Notification and activity logs are cleaned up automatically based on retention settings in Settings:
- Activity Log Retention — how long dashboard access records are kept (default: permanent).
- Notification Log Retention — how long notification delivery logs are kept (default: 90 days).
- Score History Retention — how long daily score snapshots are kept (default: 90 days).
Cleanup runs automatically every day at 2:00 AM.