Notifications Module

Notification Management is a feature in KlearNow.AI that lets engine administrators set up email notifications for their users — either by activating ready-made templates supplied by KlearNow.AI, or by composing fully custom notifications tied to specific business events.

Notifications can be sent to internal users (your own team members configured inside the engine) or to external recipients (any email address), and can be scoped either to the transactions a user works on or to all transactions.

What you will be able to do after reading this guide Assign the notification role to a user, activate any of the default notifications shipped with KlearNow.AI, build your own custom notification with dynamic variables and attached documents, manage recipients, and let end users review or disable their own notification preferences.

 

2. Getting Access to the Notifications Module

The Notification Management menu is visible only to users who hold the Notifications role. If a user reports that they cannot see the menu, an administrator must grant the role first.

To assign the Notifications role

1. Open Administration.
2. Go to Role Management.
3. Locate the user who needs access.
4. Assign the Notifications role to that user and save.
5. On the landing page, click the module that contains the default notification you want to use.
6. Review the notification details — subject, email body, attached documents, and the trigger that will fire it.
7. Click Add Recipients. A modal opens with two tabs: Add Internal Recipients and Add External Recipients.
8. Add the internal and/or external recipients you want.
9. Click Save Recipient. The selected users now appear in the recipient box and the notification is active for them.
10. On the Notification Management landing page, click Add Customised Notification.
11. Select the sub-customer the notification belongs to.
12. Give the notification a clear, descriptive title.
13. Select the Module. Today, Transaction Manager is the available module — this is the module that covers entries and ISF inbound work. The Country field is filled in automatically from the sub-customer.
14. Select the Sub-module (for example, Entries) — this is the area the notification is built for.
15. Select a Trigger. The trigger decides when the notification is sent — for example, Entry Summary Accepted.
16. Save the trigger and scroll down to compose the email.
17. Enter the Subject — free-text, with optional variables (see 5.2).
18. Enter the Body — free-text, with optional variables.
19. Attach any documents that should be sent along with the notification (see 5.3).
20. Click Preview to review the notification as recipients will see it.
21. Add internal and/or external recipients with their scope, exactly as for default notifications.
22. Click Save Recipient, then Add Notification. The notification is saved to the landing page and is now active for the selected recipients.
23. Click Add Document in the notification editor.
24. Choose from the list of supported documents. Typical attachments for entry-related notifications include Entry Summary and Cargo Release.
25. Add as many documents as the notification requires; all selected documents will be sent with the email when the trigger fires.
26. Click your profile image at the top of the screen.
27. Select Notification Preferences from the menu.
28. Open Notification Management.
29. Click User Management.
30. Select the user whose preferences you want to review.

Once the role is assigned, the user will see the Notification Management menu on their next sign-in and can begin using the module.

 

3. The Notifications Landing Page

Opening Notification Management takes you to the landing page, which is organized into two sections:

• Default Notifications — pre-built notifications created by KlearNow.AI. The modules, sub-modules, and triggers are already configured; you only need to add recipients to make one active.
• Customized Notifications — notifications you build yourself, with your own subject, body, attached documents, and triggers.
• View — click the module name to see the full notification: subject, body, attached documents, and recipients.
• Edit — click the pen icon under the Actions column. You can update the subject, the body, add or remove recipients, and change the scope of existing recipients.
• Disable the email channel for a single trigger — useful when you want to stop one specific notification without affecting the others.
• Disable a complete notification — stops all channels for that notification at once.

 

4. Working with Default Notifications 4.1 Activating a Default Notification

A default notification has everything pre-configured except for who should receive it. Until you add at least one recipient, the notification is inactive.

4.2 Adding Internal Recipients

Internal recipients are users already configured inside your engine. The modal lists them so you can select one or more directly.

For each internal recipient you add, you must choose a scope:

Scope	What the user receives
Transactions worked on	Notifications only for transactions where this user is involved.
All transactions	Notifications for every transaction that triggers this event.

 

Use “All transactions” for team leads or shared inboxes that need full visibility; use “Transactions worked on” for individual contributors who should only hear about their own work.

4.3 Adding External Recipients

External recipients are people outside your engine — anyone with an email address. Add them by entering the email.

Note on external recipient scope External recipients are scoped to “All transactions” by default. Because an external email is not linked to user activity inside the engine, there is no concept of “transactions worked on” for them.

 

5. Creating a Customized Notification

Custom notifications let you choose your own trigger, write your own subject and body, attach the documents you need, and decide who should receive it.

5.1 Step-by-step creation 5.2 Using variables in subject and body

Both the subject and the body are free-text inputs that support variables. Variables are placeholders that are replaced with live shipment data at the moment the notification fires.

Commonly used variables include:

Variable	What it inserts
Shipment ID	The system identifier of the shipment that triggered the event.
Container Number	The container number associated with the shipment.
Master Bill (MBL)	The master bill of lading number.
House Bill (HBL)	The house bill of lading number.
Entry Number	The entry number — particularly useful for entry-related triggers.
Transaction ID	The transaction identifier inside the engine.

 

Pick the variable from the list while editing the subject or body — it will be inserted at the cursor and resolved automatically when the email is sent.

5.3 Attaching documents

 

6. Editing and Viewing Saved Notifications

Every saved notification — default or custom — appears on the Notification Management landing page. From there:

 

7. Notification Preferences (End User)

Every user can review and adjust the notifications they personally receive — without administrator help — from the Notification Preferences screen.

Opening Notification Preferences

What you will see

The screen lists every notification you have been added to, grouped by module and sub-module — for example, Transaction Manager → Entries. Under each group you can see the individual triggers (for example, Cargo Release Accepted, Entry Summary Filed) and the scope you were added with (Transactions worked on, or All transactions).

Adjusting your preferences

Reversible at any time Disabling a preference does not remove you from the notification — it simply pauses delivery. You can re-enable any preference from the same screen whenever you want notifications to resume.

 

8. Administering Users’ Notification Preferences

Administrators can review and adjust notification preferences for any user from a central screen.

From here you see exactly the same triggers, scopes, and channel toggles the user would see under their own Notification Preferences — and you can adjust them on their behalf when needed.

 

9. Quick Reference

Task	Where to go
Grant a user access to notifications	Administration → Role Management → assign Notifications role
Activate a ready-made notification	Notification Management → Default Notifications → open module → Add Recipients
Build a brand-new notification	Notification Management → Add Customised Notification
Edit a saved notification	Notification Management → Actions column → pen icon
View a saved notification	Notification Management → click the module
Change my own subscriptions	Profile image → Notification Preferences
Change another user’s subscriptions	Notification Management → User Management → select user

 

Video Tutorial