Form Message Notifications

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1. Introduction

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1.1 Feature Overview

For a detailed feature upgrade comparison, see the Release notes. Create notifications and templates Seven quick message notification templates are available. Click Use this template to enable one with a single click. Card template overview: Note: images in messages must not exceed 2 MB, but their dimensions are not restricted.

Work Notifications	Plain text message Suitable for notification-only plain messages that require no action.	To send a DingTalk To-Do, turn on More settings. Regular form Workflow form
Group message / Direct Message	Image-text detail card Suitable for image-text card views of form fields, with a link to view message details.	When sending to a group chat, the group must be an All-staff Chat or Internal Group.
	Image-text card Suitable for image-text card messages that require no action.
	Plain text detail card Suitable for text card views of form fields, with a link to view message details.
	Image-text comment card Suitable for plain-text card views of forms and supports commenting on form details.	Click Comments to jump directly to the comment area of the current form detail page. Submitted comments are stored in the database.
Group Pin	Image-text pinned card Suitable for image-text pinned card messages that require no action.	Once pinned in a group, the pin lasts for 1 day.
	Plain text pinned detail card Suitable for plain-text pinned card messages of forms, with a link to view message details.

Recipient type The three options User, Role, and Field are merged into a single entry point. “Notify by participant” is now a system field.

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1.2 Use Cases

Message notifications are prompts sent to specified users or group chats when a form is submitted or edited, when a workflow starts or ends, or after an action is taken on another workflow step. Note:

• Form message notifications can only send plain messages (that is, DingTalk Work Notifications). They cannot send DingTalk To-Do items.

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2. Operation Guide

The following example shows how to send a group notification after a form is submitted, so you can experience the new message notification feature.

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2.1 Step 1: Create a Message Notification

Path: click the target form / workflow form >> Settings >> Page settings >> Message notifications to open the message notification settings page. Create a message notification.

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2.2 Step 2: Select a Message Template

Steps:

1. Select the Image-text detail card template >> Use this template. (See Figure 2.2-1.)

Figure 2.2-1 Selecting a message template.

2. Configure the message notification template. (See Figure 2.2-2.)

Figure 2.2-2 Configuring the message notification template.

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2.3 Configuration Guide

Now that you have a hands-on feel for the new message notification feature, let’s take a closer look at each option.

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2.3.1 Trigger Conditions

Five trigger conditions are available:

• Created: sends a message notification when a form or workflow form entry is submitted successfully.
• Edited: sends a message notification when a submitted form entry is edited successfully.
• Deleted: sends a message notification when a submitted form entry is deleted successfully.
• Commented: sends a message notification when a submitted form entry is commented on successfully.
• Sent by form Date field: sends a message notification based on the value of a Date component in the form.

Trigger conditions.

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2.3.2 Recipients

Recipient types include: User / Role / Field: specify users or roles in the organization, or users selected in a member component of the form (only YiDA Roles are supported for Role). Via third-party service: select a third-party service configured under Platform management > Service registry. Current group: group chats where the current app is enabled. Notes:

• Recipients are the union of all users configured above. If the same person appears in multiple conditions, they receive the notification only once.
• A single message can be sent to a maximum of 100 recipients.

Recipient types.

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2.3.3 Content Configuration

Content configuration refers to the notification’s message title and message content. Two options are available: Custom: enter fixed values for the message title and content manually, or select fields from the form. Custom notification content. Use a notification template: select a notification template previously created on the Template management page. If no template exists, click Template management to create one. For details, see Message notifications. Using a notification template.

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2.3.4 Scheduled Messages

Scheduled messages are mainly used for custom, recurring scheduled reminders. The interval can range from one day to one year. Common use cases: employee work anniversary reminders, meeting booking reminders, and cafeteria dining reminders. Configured based on a form Date field. Note: the send rule only needs to be configured when the trigger condition is Sent by form Date field. Other trigger conditions do not require it. Set date reminder rules. You can customize the scheduled reminder rule as either a recurring reminder or a one-time reminder. Examples: ① If the current time is 10:00 AM and the reminder start time is 9:00 AM on the same day, and the reminder is set to fire only once, no reminder is triggered because the current time has already passed the reminder time. ② If the current time is 10:00 AM on April 20, 2021 and the reminder time is 9:00 AM the same day, and the reminder is set to fire daily, no reminder fires that day because the current time has already passed the reminder time. The next reminder will fire at 9:00 AM on April 21, 2021 (as long as the reminder time is earlier than the end time). If the reminder end time is April 20, 2021, no reminder will be triggered at 9:00 AM on April 21, 2021. Repeat types

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2.3.5 Notification Validity

(1) Rules take effect immediately after they are configured and apply to historical form data (limited to the most recent 50,000 records). (2) If a Date component used in a message notification is deleted from the form or workflow form, previously configured message notification tasks remain effective. To cancel message pushes, delete the corresponding message notification configuration.

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2.4 Result Demonstration

Figure 2.3-1 Message notification result demonstration.

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2.5 Notes

DingTalk imposes additional restrictions on message notifications, including:

1. DingTalk filters out messages with identical content and title. Each user receives a repeated message notification only once per day.

Solution: in the message notification template, include form field content that changes with every notification. The reference syntax is $!{form field unique identifier}.

1. DingTalk limits the number of Work Notifications each user receives per day. In YiDA, the limit is 2,000 messages per user per day. For details, see DingTalk message limits.
2. If a scheduled reminder is configured but the end date is not filled in when the form is submitted, the message notification will not be triggered.
3. When Card messages are pushed to group messages or group pins, note the following three points:

• The YiDA assistant bot can send up to 20 messages per group per minute.
• Once pinned in a group, the pin lasts for 1 day.
• When a workflow form card message is sent to a group (group message or group pin), sending a DingTalk To-Do at the same time is not supported.

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3. FAQ

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3.11 A Scheduled Message Rule Based on a Form Date Has Reached Its Trigger Time but No Notification Was Sent

Once a scheduled message rule is saved, it applies only to newly submitted or newly edited data. Historical data that is not edited again will not trigger the rule.