1. In short

The three global checkboxes on the client record (E-mail Notification, SMS Notification, E-mail Marketing) are replaced with a set of preferences per notification category and per channel, set separately for the client (the Main E-mail / Mobile Phone fields) and for each contact person. The preferences control only the platform's automatic notifications; manual sends and those from the workflow are not affected. The feature is used by the users who manage clients, and the client can manage part of the preferences on their own, from the online account and from the unsubscribe page.

The client form, Contact section: the round envelope button and the green counter next to Main E-mail, plus the same button on a contact person's row.

2. Where to find it

• Clients → Clients → client record → the envelope button next to Main E-mail and on every contact person row
• Clients → Clients → the Notifications bulk action
• Clients → Import

3. Before you start

• To change the preferences (from the form or from the bulk action) you need the client edit right; to view them, the client view right; for a new client and for import, the client add right.
• The E-mail channel exists for all categories. The SMS and WhatsApp channels exist only for the Orders and delivery category and appear only if the platform has SMS templates configured ("Order Completed" or courier ones), respectively WhatsApp templates (Orders type or courier type).
• To turn on an e-mail toggle, the client (or the contact) must have a valid e-mail address; for SMS / WhatsApp, a valid mobile phone number.

4. Setting the preferences for a client

Step 1. Open Clients → Clients and enter the desired client's form (for example Client Demo SRL), in edit mode.

Step 2. In the Contact section, next to the Main E-mail field (contact@clientdemo.com), find the round envelope button (tooltip "Notification settings") and the counter next to it: green, with the number of active toggles, or red, with 0, if none is active.

Step 3. Press the envelope button. The Notification settings window opens, anchored under the button, with two areas:

• E-MAIL NOTIFICATIONS — one row, with a toggle, for Financial, Commercial and documents and E-mail marketing;
• Orders and delivery — cards per channel: E-mail, SMS, WhatsApp (the last two only if they are available in the platform), each with a toggle.

At the bottom of the window the text "These settings control only the platform's automatic notifications. Manual and workflow e-mails are not affected." is displayed.

The Notification settings window: the Financial, Commercial and documents, E-mail marketing rows, plus the E-mail / SMS / WhatsApp cards from Orders and delivery.

Note: for a new client, all the toggles are on, except E-mail marketing (off). There is no "turn all on / turn all off" button; the toggles are operated individually.

Step 4. Turn the desired toggles on or off. When a toggle is turned on, the platform checks the contact data:

• missing or invalid e-mail: "The e-mail address is required in order to activate E-mail notifications!" / "The e-mail address is not valid! Please enter a valid e-mail address.";
• missing or invalid mobile phone, for SMS / WhatsApp: "The mobile phone number is required in order to activate this notification!" / "The mobile phone number is not valid! Please enter a valid number.".

The toggle goes back to off until the field is corrected.

Step 5. Close the window with the × in its corner or by clicking outside it. It has no save button: the choices stay in the form, and the counter next to the button is updated.

Step 6. Press Save or Save and Continue on the client. Only now are the preferences saved.

Warning: leaving the page without saving the client loses the changes made in the Notification settings window.

Note: when the Main E-mail field is filled in or changed with a valid address, the E-mail notifications for Financial, Commercial and documents and Orders and delivery are turned on automatically (marketing is not touched). When the Mobile Phone field is filled in or changed with a valid number, Orders and delivery – SMS is turned on automatically (WhatsApp is not touched).

5. Setting the preferences for a contact person

Step 1. In the client form, go to the contact persons table and find the row of the desired contact (for example Maria Ionescu, +40 700 000 001). On every row there is the same round envelope button.

Step 2. Press the envelope button on the contact's row. The same Notification settings window opens, with the same categories and channels.

Note: for a new contact person, all the toggles are off. When the contact's Email field is filled in with a valid address, the E-mail notifications for Financial, Commercial and documents and Orders and delivery are turned on automatically; when a valid mobile phone is filled in, Orders and delivery – SMS is turned on. The same rule applies to contacts created from other windows of the platform or through the API.

Step 3. Turn the desired toggles on or off. The e-mail and phone checks from the previous chapter, Step 4, apply here too, on the contact's fields.

Step 4. Close the window and press Save or Save and Continue on the client. The contact's preferences are saved together with the client.

6. Viewing the preferences in view mode

Step 1. Open the client record in view mode (Clients → Clients → the desired client).

Step 2. Press the envelope button next to Main E-mail or on a contact person's row. The window opens in "View only." mode (the mention appears at the bottom): instead of the toggles there are green check marks (tooltip Active) and grey X marks (tooltip Inactive). The SMS / WhatsApp cards appear here as well only if they are available in the platform.

The Notification settings window in "View only" mode: green check marks (Active) and grey X marks (Inactive) instead of the toggles.

Note: the preferences cannot be changed from this mode; to change them, open the client in edit mode.

7. The Notifications bulk action

Step 1. In Clients → Clients, tick the desired clients. The Notifications button (megaphone icon) appears in the action bar, visible to administrators and to the users with the client edit right.

The bulk action bar, with 3 clients ticked and the Notifications button (megaphone) highlighted.

Step 2. Press Notifications. The same Notification settings window opens, centred, pre-filled with the default client values (all on, E-mail marketing off) — not with the settings of the selected clients. Under the toggles the mention "Bulk: the settings will be applied both to the clients and to all their contact persons." is displayed.

The Notification settings window for the bulk action, centred, with the "Bulk: …" mention and the Close / Save buttons.

Step 3. Position every toggle exactly as you want it to be applied. There is no "leave unchanged" option on a toggle.

Step 4. Press Save. All the toggles, exactly as displayed, are applied to every selected client and to all their contact persons, overwriting the previous values. With Close you give up without any change.

Note: the old window with the three selectors (SMS Notification / E-mail / E-mail Marketing) has been removed.

8. The client list, the import and the export

Step 1. In Clients → Clients, display the optional columns SMS Notification, E-mail Notification and E-mail Marketing. These (with the "yes" / "no" values and their Active / Inactive filters) remain, but they display a summary computed from the client's preferences:

• E-mail Notification = at least one of the Financial / Commercial / Orders categories has E-mail on;
• SMS Notification = Orders and delivery – SMS;
• E-mail Marketing = E-mail marketing.

The list export uses the same values (yes / no).

Step 2. For the import, open Clients → Import. The client columns SMS Notification (yes/no), Email Notification (yes/no) and Newsletter Notification (yes/no) are mapped by the same rules (Email Notification = yes turns E-mail on for Financial, Commercial and Orders).

Step 3. Fill in the Contact Person column in the new format, with 8 fields separated by ";" and multiple contacts separated by "|": "Contact Person (First name Last name; position; landline; mobile; email; email: yes/no; sms: yes/no; marketing: yes/no)". Fields 6, 7 and 8 contain only "yes" or "no" and mean, in this order: operational e-mail, SMS, marketing. For example: "Maria Ionescu; Purchasing; ; +40 700 000 001; contact@clientdemo.com; yes; yes; no".

Note: the old format, with 6 fields, is still accepted — the last yes/no means marketing only, and the operational e-mail and the SMS stay off for that contact.

Step 4. Run the import. New contacts are created with the settings from the file; the existing ones (identified by first name and last name) are updated.

Step 5. For the export, use the client list export. It produces exactly the new format of the Contact Person column, so an export can be imported back.

9. What you see afterwards

• In the client form: the envelope button and the counter (green with the number of active toggles / red with 0) next to Main E-mail and on every contact person row.
• On the client record in view mode: the "View only" window with green check marks (Active) and grey X marks (Inactive).
• In the client list: the SMS Notification, E-mail Notification, E-mail Marketing columns with yes / no values computed from the preferences; the same values in the export.
• In the bulk action bar: the Notifications button (megaphone), instead of the old window with three selectors.
• In the list export: the Contact Person column in the new format, with 8 fields.

10. Rules and limits

• The categories are fixed, defined by the platform: Financial (recurring invoices, overdue), Commercial and documents (quotes, client level), Orders and delivery (order status, deliveries, AWB) and E-mail marketing (campaigns, newsletters).
• The E-mail channel exists for all categories; SMS and WhatsApp exist only for Orders and delivery and appear only if the platform has the corresponding templates configured.
• Default values: new client — all the toggles on, except E-mail marketing (off); new contact person — all off.
• There is no "turn all on / turn all off" button.
• A toggle cannot be turned on without a valid e-mail (for e-mail), respectively a valid mobile phone (for SMS / WhatsApp). The check is not performed in the bulk action window.
• The Notification settings window has no save button; the preferences are saved with Save / Save and Continue on the client.
• The bulk action overwrites all the preferences of the selected clients and of all their contact persons; there is no "leave unchanged".
• The preferences control only the automatic notifications. Manual sends (quotes, orders, invoices, documents from the Send E-mail window), the e-mail with the client account login details and the internal notifications to employees are not affected.

Which notifications observe the preferences:

Category	Automatic notifications affected
Financial – E-mail	The overdue invoice notifications (the configured rules and the default weekly notification); the invoice / proforma issued automatically from recurring orders. Recipients: Main E-mail, if it is on, plus every contact with the category on.
Commercial and documents – E-mail	The quote expiry notification (if the quote has already been sent by e-mail, the recipients of those sends are used); the client level change e-mail. The signing link and the signing SMS code are not filtered (transactional).
Orders and delivery	The Delivery pop-up in the workflow pre-selects the client and the contacts with E-mail on (maximum 4); the SMS and the WhatsApp message for a completed order are sent automatically to the main client and to the contacts with that channel on, without duplicates.
E-mail marketing – E-mail	E-mail Campaigns and E-mail Flows: recipients = the clients with marketing on for the main address and, with "Include contacts", the contacts with marketing on. Contacts created from web forms are no longer subscribed automatically.

The move to the new mechanism, when the update is installed:

• Clients: E-mail Notification → E-mail on for Financial, Commercial and Orders; E-mail Marketing → E-mail marketing; SMS Notification → Orders – SMS; Orders – WhatsApp on for everyone (there was no previous checkbox).
• Contact persons: E-mail marketing taken over from the old newsletter checkbox; the operational e-mail, the SMS and WhatsApp start off for all the existing contacts.
• The old checkboxes stay synchronised automatically from the preferences and feed the columns, the filters and the list exports.

11. Settings and permissions

There is no settings page for the categories (they are fixed). The visibility of the SMS and WhatsApp channels depends on the existence of the "Order Completed" or courier SMS templates, respectively of the Orders type or courier WhatsApp templates. The notifications themselves are triggered by their existing settings (the quote expiry notification, the overdue invoice rules, the automatic client level, the recurring orders).

No new permissions are introduced:

• changing the preferences (form, bulk action) — the client edit right;
• viewing the preferences — the client view right;
• the new client and the import — the client add right.

12. Impact on other modules

• Clients: record, list (columns, filters, export), import, API — preferences per category instead of the three checkboxes.
• Invoices: the overdue notifications and the invoice / proforma from recurring orders observe the Financial category.
• Quotes: the expiry notification observes the Commercial and documents category.
• Automatic client level: the level change e-mail observes the Commercial and documents category.
• Workflow: the Delivery pop-up pre-selects the recipients with E-mail on for Orders and delivery; the SMS / WhatsApp for a completed order observe those channels.
• Marketing (E-mail Campaigns and Flows): the recipients are the clients / contacts with E-mail marketing on; the contacts from web forms are no longer subscribed automatically.
• The client's online account: the Notifications page writes into the corresponding categories.
• The unsubscribe page (Communication preferences): updates E-mail marketing and Orders – SMS.