> ## Documentation Index > Fetch the complete documentation index at: https://docs.saphion.co.uk/llms.txt > Use this file to discover all available pages before exploring further. # Inbox and notifications > Read what is addressed to you, choose what you follow, and decide how notifications and briefings reach you by pop-up, desktop and email. The Inbox is the one list of what has happened that you should know about: mentions, assignments, comments, replies and updates on the work you follow. You read and clear notifications there, choose what you follow, and decide in **Settings > General** how else they reach you. > [!NOTE] > > Everyone with a Platform seat has an Inbox and can change their own notification settings. ![Inbox with notifications and a sample Project action open in the reading pane.](https://mintcdn.com/saphion/F5a0XE-YKidXHEWP/images/work/inbox-and-notifications-1.webp?fit=max\&auto=format\&n=F5a0XE-YKidXHEWP\&q=85\&s=89ac6c9b99d4502a6dab30bc6dab30da) Your Inbox ## Read your Inbox **1. Open the Inbox** Choose **Inbox** near the top of the sidebar. On a phone it is in the bottom bar. A coloured count beside it shows your unread notifications for mentions, assignments and comments. Updates on work you merely follow are not counted. **2. Narrow the list** The first filter chooses who the notification is for: **For me**, or **Following**, which is only work you follow. The second filter chooses the type: **All types**, **Mentions**, **Assignments**, **Comments** or **Updates**. **3. Select a notification** Select a row to read it in the pane beside the list. Selecting a notification marks it as read. The pane shows the item, why you received it, and a button that takes you to the work: **Open**, **Open item** or **Open conversation**. **4. Clear what you have dealt with** Hover over a row and choose the bin icon to **Clear** it. A cleared notification leaves your Inbox, and new activity on the same thing brings it back. Each row says who caused it, what happened, what it is about, the Project it belongs to and when. Right-click a row for **Open**, **Mark as read** or **Mark as unread**, **Follow** or **Unfollow**, and **Clear**. When the list is long, choose **Show older notifications** at the end to load more. An empty Inbox says "Your inbox is empty". ## Deal with many notifications at once Choose the **⋯** menu beside the Inbox heading: * **Mark all as read** marks every unread notification as read. It is greyed when there are none. * **Clear all** clears the whole list. The message that appears carries one **Undo** for the whole batch. * **Manage following** opens the list of everything you follow. ## Manage what you follow Following decides which activity becomes a notification for you. Choose **Inbox ⋯ > Manage following** to see every item you follow in a table. | Column | What it shows | | - | - | | **Type** | What kind of item it is, such as an Action or a Project. | | **Project** | The Project it belongs to. | | **Why** | How the follow began: **Created**, **Assigned**, **Mentioned** or **Followed**. | | **Last activity** | The latest change. | | **Followed since** | When the follow began. | Search the table, filter it by **Why** or **Type**, and open an item by selecting its row. To stop following, open a row's menu and choose **Unfollow**, or tick several rows and choose **Unfollow** in the bar that appears. The message offers **Undo**. Select **Inbox** in the trail at the top to come back. ### Follow something yourself Open a record and choose the bell at the top of its [record panel](https://docs.saphion.co.uk/work/record-panel-and-attachments.md). It reads **Follow** when you are not following and **Following** when you are. A Project has **Follow project** in its **⋯** menu. ## How it works * **Retention is the Organisation's.** Only an Organisation Admin can change how long the Organisation keeps notification history. ### Who follows what * You follow what you create by hand, what you are given as owner or Assignee, and what mentions you. * A record Beacon or another connected assistant creates for you does not make you follow it. Neither does an import: records you import do not flood you with notifications. * If you unfollow something, you stop hearing its general updates. Being mentioned in it or being given the work still reaches you, and follows you again. * A follow that came from being given the work ends when the work is taken from you. * You never get a notification for a change you made yourself. ### Notification types | Type | What it covers | | - | - | | **Mentions** | Someone mentioned you, or your team, with @. | | **Assignments** | An Action was assigned to you, an approval was asked of you, or work you own is due or overdue. | | **Comments** | A comment or a reply on something you follow or own, and Support's replies to your requests. | | **Updates** | A change on something you follow, and alerts. | ## Choose how notifications reach you Open **Settings > General** and find **Notifications**. The Inbox itself always receives everything and cannot be switched off. Beyond it, each type of event has its own switch for each channel. **1. Choose a channel** Use the **Notify me by** control to pick **Pop-up**, **Email** or **Desktop**. A pop-up appears while Saphion is open. Desktop notifications reach you while you are elsewhere. Email goes to the address you sign in with. **2. Switch events on or off** Under the channel, each event has one switch. Your choice saves the moment you press it. **3. Allow desktop notifications** On **Desktop**, choose **Turn on desktop notifications** and allow them in your browser first. Until the browser permission is on, the Desktop switches are greyed. If your browser has blocked Saphion, the row tells you how to unblock it. ![Notification delivery options and event switches in General settings.](https://mintcdn.com/saphion/F5a0XE-YKidXHEWP/images/work/inbox-and-notifications-2.webp?fit=max\&auto=format\&n=F5a0XE-YKidXHEWP\&q=85\&s=39a09d2f2be07b032ca3c5eb2fbdfa66) Notification settings The events you can tune are: | Event | When it happens | Pop-up | Email | Desktop | | - | - | - | - | - | | **Mentions** | Someone @mentions you. | On | On | On | | **Team mentions** | Your team is mentioned. | On | Off | On | | **Assignments and approvals** | An Action is assigned to you or an approval is asked of you. | On | On | On | | **Replies to you** | Someone replies to you. | On | On | On | | **Support** | Saphion receives, answers or finishes your Support request. | On | On | On | | **Comments on your records** | Someone comments on a record you created or are assigned. | On | Off | Off | | **Alerts** | Alerts raised for you, such as results Beacon reports. | On | Off | On | | **Updates on things you follow** | Something you follow changes. | Off | Off | Off | | **Due date reminders** | One day before an Action is due. | Off | Off | On | | **Overdue actions** | An Action of yours passes its due date. | On | Off | On | The table shows the settings you start with. Change any of them and your choice is kept. > [!NOTE] > > Turning a notification off needs the **Choose their own notifications** Permission. Members hold it until an Admin takes it away. Without it, a switch that is on cannot be turned off, and the list says why. Turning one on always works. ### Email Email is quiet by default: only what is addressed to you by name and that you would mind missing. An unread notification is emailed about five minutes after it arrives if you are away, and never later than about half an hour after it arrived, even if you stay active. A notification you have already read is not emailed. Do not disturb pauses desktop, phone and email notifications while it lasts, and the Inbox still fills. Set it from your account menu at the foot of the sidebar. ### Weekly and daily briefings Under the **Email** channel, two switches turn on a briefing email: * **Weekly briefing**: your completed work last week, outstanding Actions and decisions, and deadlines this week. It arrives on Mondays at 08:00 in your Organisation's time zone. It is on by default. * **Daily briefing**: what needs your action, with outstanding work and decisions, Actions due today and deadlines in the next seven days. It arrives each morning at 08:00 in your Organisation's time zone. It is off by default. Briefings read your current work, not your Inbox, so reading or clearing notifications does not change them. ### How long notifications are kept **Notification history**, in **Settings > General**, shows how long your Organisation keeps notifications. An Admin can choose 7, 30, 60, 90, 180 or 365 days. Everyone else sees the period with "managed by your organisation". ## Other settings in General The rest of **Settings > General** is personal and applies only to you. | Setting | Choices | | - | - | | **Theme** | System, Light or Dark. | | **Accent colour** | Indigo, Blue, Violet, Teal, Rose or Graphite. | | **Sidebar density** | Comfortable or Compact. | | **Row display** | Comfortable or Compact. | | **Text size** | Compact, Default or Large. | | **Interface sounds** | On or off. Kept on this browser. | | **Show Beacon companion** | Shows or hides Beacon in the corner of every screen. Kept on this browser. | ## Ask Beacon * "What did I miss in my Inbox since Friday?" * "Which Projects am I following?" See [Chat with Beacon](https://docs.saphion.co.uk/beacon/chat.md). ## FAQ > **Why did I not get a notification?** > > You are never notified about your own changes. You also hear nothing about general updates on something you unfollowed, or on work you cannot open. Check **Inbox ⋯ > Manage following**, then **Settings > General > Notifications** for the event and channel. > **Why do I get an email when I have already seen the notification?** > > Email goes out only for notifications that are still unread after the delay. A notification you opened or marked as read first is not emailed. > **What is the difference between Clear and Mark as read?** > > **Mark as read** keeps the notification in your Inbox without the unread count. **Clear** removes it from the list, and new activity brings it back. > **Can I stop all email?** > > Yes. Choose **Email** under **Notify me by** and turn off each event and both briefings, as long as you hold the Permission to turn notifications off. > **Why does the count on Inbox not include everything?** > > The count covers notifications addressed to you: mentions, assignments and comments. Updates on work you merely follow are in the list but not in the count. ## Related * [Record panel and attachments](https://docs.saphion.co.uk/work/record-panel-and-attachments.md): Follow a record, comment on it and see its activity. * [Activity](https://docs.saphion.co.uk/work/activity.md): The feed of everything that changed across work you can open. * [Actions](https://docs.saphion.co.uk/work/actions.md): The assignments and due dates that notify you. * [Teams and Permissions](https://docs.saphion.co.uk/admin/teams-and-permissions.md): The Permission that lets a person turn notifications off. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.