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Manage Notification Recipients

Learn how to control who receives compliance and supplier document notifications in Breadcrumb. This guide explains the key settings that determine notification recipients, helping ensure alerts reach the right people at the right time.

 

What this means 

  • You don’t usually “pick recipients” from a single list. Recipients are driven by:

  • Who is assigned the right role(s) in the approval workflow

  • Who is a site host or company host (and whether they have “Has All Permissions”)

  • Whether the notification type is enabled at the company level

  • Whether each user has email/push enabled for that notification type

When you’ll use this

  • When the wrong people are getting expiry or approval emails

  • When no one is receiving supplier document expiry summaries

  • When you need to move responsibility from one admin group/role to another



Key Considerations

Decide what notification you are managing

Common recipient-controlled notifications include:

  • Supplier document approval notifications (assigned approver notifications)
  • Supplier document expiry emails (individual expiry vs summary report)
  • Other compliance workflow notifications (submission, approval required, rejected, etc.)

Manage approver recipients (approval workflow notifications)

To control who gets “please review/approve” notifications:

  1. Go to the supplier document workflow configuration for the relevant document type
  2. Ensure the workflow includes an approval step
  3. Set which role(s) are listed in the approval section
  4. Assign those role(s) to the correct host users in the directory

  • Result: anyone with those roles (and a valid email, if email delivery is enabled) becomes an eligible recipient for approval notifications

  • Important note: in some setups, notifications won’t send if roles aren’t assigned inside the workflow’s advanced notification configuration (even if the notification toggle looks enabled)

Manage expiry email recipients (supplier document expiry)

There are two different expiry email behaviors, with different “recipient rules”:

A) Individual document expiry email recipients

To receive these, a user must:

  • Be a host user involved in the approval workflow for that supplier doc type
  • Have a role listed in the approval section of that workflow
  • Have an email saved on their profile

B) Expiry summary email recipients (counts of expiring/expired docs)

To receive these, you must:

  1. Enable the expiry summary report in supplier document configuration
  2. Set the notification period and workflow kind
  3. Ensure the intended recipients are site hosts or company hosts with “Has All Permissions”
  4. Ensure those users have enabled the Supplier Document Expiry (Email) notification in their personal settings
  5. Ensure they have an email saved on their profile

Recipient precedence (common rule of thumb):

  • If a site has a site host with “Has All Permissions,” the expiry summary tends to go to that person; if not, it falls back to a company host with “Has All Permissions” (this depends on configuration, so validate in your environment)

Make sure recipients can actually receive the message (user settings)

Even if a user is eligible:

  • They must have an email on their profile to receive email notifications

  • They may need to explicitly enable the relevant email notification in their notification settings for that company



Common Issues

“The wrong person is getting the email”

What to check:

  • Who currently has the approver role assigned
  • Who currently has “Has All Permissions” at the site vs company level

What to do:

  • Remove the role from the old recipient and assign it to the new recipient
  • Or change the approval role list in the workflow to point to the correct role

“No one is getting expiry summary emails”

What to check:

  • Expiry summary report enabled and scheduled
  • Recipients have “Has All Permissions”
  • Recipients enabled Supplier Document Expiry (Email) in their settings
  • Recipients have an email on their profile

What to do:

  • Fix permissions and settings first, then wait for the next scheduled send

“Approver notifications are enabled but not sending”

What to check:

  • Whether the workflow notification configuration requires roles to be set in an advanced section

What to do:

  • Assign roles to the notification step recipients within the workflow configuration, then save

 

Why this matters

  • Notification recipients are the control point for keeping compliance reviews on track without spamming the whole team.
  • Clear role-based routing prevents missed approvals and reduces admin overhead.

 

Need help?

Contact your foreman or GC site team to confirm which role should own compliance approvals, then ensure those users are assigned that role and have the right host permissions and notification settings enabled.