Reminders, milestones, and notification rules
Why this system exists
A workspace where no one drops in for three months loses its value. A milestone like the 1 000th collected update is a good moment to bring the app back into the team conversation. And when a team member generates their first report, a short confirmation email helps to lock in the habit.
To keep those emails from feeling arbitrary or pushy, they run through a rule system: event → condition → recipient → rate limit. Every element is yours to change.
The three building blocks
Events (business events)
Events are what happens inside your workspace. Picasi knows four event types:
- Updates collected — every time new updates come into the workspace.
- Report created — when a report is generated.
- Scheduled report created — when someone sets up a new automated report.
- User inactive — checked daily; flags users who haven’t been in the app for X days.
Events alone don’t send an email. They’re just triggers.
Notification rules
A rule binds an event to an email. It defines:
- Which event the rule looks at
- Under which conditions (e.g. only on the 1 000th update, only for weekly reports, only for owner role)
- Who receives the email (triggering user, team owner, or all members)
- How often the rule can fire at most (no limit, once per user, once per team)
At first workspace setup Picasi creates seven default rules. They cover three cases:
- Milestones: at 100, 1 000, and 5 000 collected updates, a congratulation email goes to the team owner.
- First use: on the first generated report and the first scheduled report, a confirmation goes to the triggering user.
- Reactivation: after 5 and after 14 days of inactivity, a reminder goes to the user in question.
Email templates
For every email type there’s a template. What the template says is fixed — only whether it’s sent at all is configurable (via the rule).
When which email makes sense
Milestone emails work as a small hook to seed the team chat with “we’ve now got X updates” — useful for internal visibility of the tool.
First-use emails work as a feedback loop: “The report you just started really finished.” For less experienced users a confirmation that they worked correctly.
Inactivity emails have two purposes:
- After 5 days: friendly reminder “here are X new updates waiting for you”.
- After 14 days: firmer nudge, plus a pointer to the unsubscribe link for anyone who genuinely wants out.
What you can’t change
- The seven default rules can’t be deleted — only deactivated. Reason: they define the expected default state of the workspace.
- Email text and layout are fixed. Only rule parameters (recipient, conditions, rate limit) can be changed.
- Report deliveries are not part of this system. Anyone who receives a scheduled report by email is configured on the report directly — not via notification rules.
What recipients can change
Every milestone or reminder email carries an unsubscribe link at the bottom. One click takes the email address off all milestone and reminder emails across every workspace — the recipient will not see those emails anymore, regardless of which rules are active in which workspace.
Report emails are not affected by that opt-out. Anyone who wants out of those too has to be removed as a recipient from the scheduled report.