--- title: How to Create Custom Email Notifications description: Notification emails can be configured to provide updates on the status of the work order --- [Skip to content](https://help.fmiworks.com/knowledge/how-to-create-custom-email-notifications#main-content) English Show submenu for translations [Log a Ticket](https://help.fmiworks.com/knowledge/kb-tickets/new?hsLang=en) [Go to Customer Portal](https://help.fmiworks.com/support?hsLang=en) [![Logo.svg\]](https://help.fmiworks.com/hubfs/Logo.svg)](https://www.fmiworks.com/) Open main navigation Close main navigation - English Show submenu for translations - [Log a Ticket](https://help.fmiworks.com/knowledge/kb-tickets/new) - [Go to Customer Portal](https://help.fmiworks.com/support) Get expert help, any time you need it - There are no suggestions because the search field is empty. 1. [Help Centre](https://help.fmiworks.com/knowledge?hsLang=en) 2. [Facility Teams](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en) 3. [Work Orders](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#work-orders) # How to Create Custom Email Notifications ## Notification emails can be configured to provide updates on the status of the work order This article is for FMI Works users who have been given the permission of System Administrator  ### When are notification emails sent? Notification emails are automatically sent when the [work order status](https://help.fmiworks.com/knowledge/how-the-work-order-status-is-used?hsLang=en) is changed. The emails provide updates about the status of their work order.  These emails can be configured to include:  - Details about the work order. - The reason for the status change. - A request for more information before work can proceed. ### Options for work order status change email notifications There are two options when setting up email notifications:  > **Option 1:  Default Notifications**  > > Under this option, notifications can be sent to either: Requesters, [Assigned Employees](https://help.fmiworks.com/knowledge/how-to-create-an-employee-contact?hsLang=en) and [Suppliers](https://help.fmiworks.com/knowledge/how-to-create-a-supplier-employee?hsLang=en), [Interested Parties](https://help.fmiworks.com/knowledge/how-to-create-an-interested-party?hsLang=en), and/or Site Contacts. > > **Option 2:  Custom Notifications**  > > Under this option, notifications can be sent to specific users. To use custom notifications, setting up [Portfolios](https://help.fmiworks.com/knowledge/how-to-setup-portfolios?hsLang=en) is a pre-requisite. This option allows for the creation of separate notification triggers for a Portfolio which differs from the default notifications. ### Enabling custom email notifications From the *Administrator* module select *Work \> Notification Emails.* There are three types of *Custom Notifications* to choose from:  1. Client 2. Site 3. User #### Client Client refers to the grouping set up through [Portfolios](https://help.fmiworks.com/knowledge/how-to-setup-portfolios?hsLang=en).  Steps to enable custom notifications for a specific client are:   1. Select *Client* in the Custom Type list. 2. Select the Client from the list. 3. Click *Select.* 4. Click on the boxes to flag which statuses require notifications. 5. Select *Create* to save. ![](https://help.fmiworks.com/hubfs/image-png-Dec-22-2022-12-17-37-9111-AM.png) #### Site Site refers to the grouping set up through [Portfolios](https://help.fmiworks.com/knowledge/how-to-setup-portfolios?hsLang=en).  Steps to enable custom notifications for a specific site are:   1. Select *Site* from the Custom Type list. 2. Select the Client from the list. 3. If additional portfolio levels have been applied: - Select *Client Contract.* - Select *Region.* 4. Select the *Site* from the list. 5. Click *Select.* 6. Click on the boxes to flag which statuses require notifications. 7. Select *Create* to save.  ![](https://help.fmiworks.com/hubfs/image-png-Dec-22-2022-12-24-46-8747-AM.png) #### User This setting is often used for managers, FM supervisors, and internal trades people. This option allows users to have their own custom email notifications settings, especially if they are FM supervisors or internal tradespeople, because they will be required to be involved prior to any work being assigned.  For example, the person triaging the work has selected the supervisor on a work order and moved it to [*Under Consideration*](https://help.fmiworks.com/knowledge/how-to-use-the-under-consideration-status?hsLang=en). The supervisor will receive an email notifying them of a new job that needs to be evaluated. From this point, the supervisor can either choose not to proceed with the work, or to assign the work to a trade.   Steps to enable custom notifications for a specific user are:   1. Select *User* from the *Custom Type* list. 2. Click on the three dots button to bring up the user list. 3. Choose a User from the list. 4. Click *Select.* 5. Click on the boxes to flag which statuses require notifications in the *Notify Assigned Employee/Supplier* section. 6. Select *Create* to save. ![](https://help.fmiworks.com/hubfs/image-png-Dec-22-2022-03-18-11-2326-AM.png) ### Notifications for the WHS team If you would like to use custom notifications for the WHS, as outlined in [How to Track Workplace Health and Safety Issues](https://help.fmiworks.com/knowledge/how-to-track-workplace-health-safety-issues?hsLang=en), these are the recommended settings.   ![](https://help.fmiworks.com/hubfs/image-png-Dec-22-2022-03-23-23-5995-AM.png) ### More information To enable the default email notifications, see [How to Set Up the Work Order Status Change Notification Emails](https://help.fmiworks.com/knowledge/how-to-set-up-the-work-order-status-change-notification-emails?hsLang=en).  - [Resources](https://help.fmiworks.com/knowledge/resources?hsLang=en#main-content) - [Getting Support](https://help.fmiworks.com/knowledge/resources?hsLang=en#getting-support) - [Overviews](https://help.fmiworks.com/knowledge/resources?hsLang=en#overviews) - [Set Up](https://help.fmiworks.com/knowledge/resources?hsLang=en#set-up) - [Advanced Set Up](https://help.fmiworks.com/knowledge/resources?hsLang=en#advanced-set-up) - [Product Updates](https://help.fmiworks.com/knowledge/product-updates?hsLang=en#main-content) - [FMI Works Product Updates](https://help.fmiworks.com/knowledge/product-updates?hsLang=en#fmi-works-product-updates) - [Pulse Product Updates](https://help.fmiworks.com/knowledge/product-updates?hsLang=en#pulse-product-updates) - [Technical & Security](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#main-content) - [Application Programmer Interface (API)](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#application-programmer-interface-api) - [Cloud Specifications](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#cloud-specifications) - [Operational Requirements](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#operational-requirements) - [Security Policies](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#security-policies) - [Security Updates](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#security-updates) - [Facility Teams](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#main-content) - [Assets](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#assets) - [Dashboards & Reporting](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#dashboards-reporting) - [Financial](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#financial) - [Locations](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#locations) - [Planned Maintenance](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#planned-maintenance) - [Standard Requests](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#standard-requests) - [Supplier Management](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#supplier-management) - [User Management](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#user-management) - [Work Orders](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#work-orders) - [Attachments](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#attachments) - [Requesters](https://help.fmiworks.com/knowledge/requesters?hsLang=en#main-content) - [Accessing FMI](https://help.fmiworks.com/knowledge/requesters?hsLang=en#accessing-fmi) - [Requests](https://help.fmiworks.com/knowledge/requesters?hsLang=en#requests) - [Contractors](https://help.fmiworks.com/knowledge/contractors?hsLang=en#main-content) - [Accessing FMI](https://help.fmiworks.com/knowledge/contractors?hsLang=en#accessing-fmi) - [Accreditations & Inductions](https://help.fmiworks.com/knowledge/contractors?hsLang=en#accreditations-inductions) - [Quotes](https://help.fmiworks.com/knowledge/contractors?hsLang=en#quotes) - [Work Orders](https://help.fmiworks.com/knowledge/contractors?hsLang=en#work-orders) [![FMI](https://help.fmiworks.com/hs-fs/hubfs/FMI%20Logo%20Orange-1.png?width=99&height=33&name=FMI%20Logo%20Orange-1.png "FMI")](https://www.fmiworks.com/) Copyright © 2026, FMI Software Pty Ltd trading as FMI Works