Overview: what approval notifications do
Approval notifications keep everyone informed as documents move through your approval workflow. If you're an approver, you're told when something needs your attention. If you're a submitter, you're told what happened to what you submitted.
There are two independent pieces:
Notification categories — three types of emails, each controlled by the person receiving them.
Month-end reminders — a per-folder nudge about anything still open before the books close, scheduled by an admin but with the possibility to opt out individually.
Three roles interact with this feature:
User — manages their own notification settings.
Admin — a per-folder role. Turns approvals on for a folder and configures that folder's month-end reminder.
Account Manager — can view every person's notification settings across the whole account.
Notification types and how they're delivered
👉 What notifications can I get, and what do they mean?
There are three categories, and each one is set separately:
Documents awaiting your approval — sent when something needs your sign-off. This is the one you'll see as an approver.
Rejected documents you submitted — sent when a document you submitted gets rejected.
Approved documents you submitted — sent when a document you submitted gets approved.
👉 What are my delivery options for each category?
For each of the three categories, you choose one of:
Instant — sent as soon as the action happens, typically within a 5 minutes.
Summary — held back and rolled into a scheduled digest email instead of sent one by one.
Off — no email for that category at all.
👉 How does the summary schedule work?
If any category is set to Summary, it's delivered on a schedule you control: pick the day(s) of the week, the time, and the timezone. This one schedule applies to everything you've set to Summary — you don't set it separately per category.
👉 Will I get an email if there's nothing to report?
No. A summary is only sent if there's actually something in it. If nothing's outstanding at the scheduled time, no email goes out.
👉 Will I get an approval summary email for each folder?
Your approval summary email will contain all folders were there are relevant documents to notify you about. You will not receive a notification per folder, it will be summarized.
👉 Will I be notified about my own actions?
No. Approving or rejecting your own submission never triggers a notification back to you.
Month-end reminders
👉 What is a month-end reminder?
It's a per-folder email listing whatever's still awaiting approval in that folder, sent ahead of the books closing. It's separate from the three categories above — turning those off doesn't turn this off, and vice versa.
👉 Who sets the schedule?
An Admin sets the timing for the whole folder — everyone in that folder shares the same schedule. People don't set the timing themselves; they only choose whether they receive it.
👉 Can I turn it off for myself?
Yes. The reminder is admin-scheduled, but each person can individually opt-out per folder in their User Profile - Notifications.
Default settings and what happens when you're new
👉 Do I need to set anything up before I start receiving notifications?
No. Defaults apply automatically the moment you have access — there's no setup step required to start receiving emails.
However, clients using approvals prior to the launch of approval notifications will have notifications turned off by default and will need to set them up according to their preferences.
👉 What's the default if I'm new to Datamolino?
For accounts setting up approvals for the first time, new users start on the Standard default:
Documents awaiting your approval — Summary
Rejected documents you submitted — Instant
Approved documents you submitted — Summary
Schedule for sending summaries: Tuesday, 9AM, person's browser time zone if detected.
👉 What if my company already had approvals running before this feature existed?
Members of accounts that were already running approvals when this feature launched start with all three categories Off. No emails go out until you opt in yourself.
👉 I've just been added to a new folder — what happens?
You don't need to configure anything for that folder specifically. Your existing notification settings (your cadence and summary schedule) already apply. If that folder has a month-end reminder enabled, you're automatically added to it — you can turn it off afterward if you don't want it.
👉 How is my default timezone chosen?
It's read from your browser when you first set up a Summary schedule. If that can't be detected, it falls back to Europe/Bratislava. You can always change it manually afterward.
Managing your own notification settings
Go to User Profile → Notifications. You'll find two sections there:
Notifications — the three categories, each with an Instant / Summary / Off choice.
Month-end reminders — a list of every folder you belong to, with a toggle for each.
To change your settings:
Open User Profile → Notifications.
Set each of the three categories to Instant, Summary, or Off.
If any category is set to Summary, choose the day(s), time, and timezone for your digest.
Turn each folder's month-end reminder on or off as you like.
Click Save to apply your changes, or Discard to revert them.
Admin: configuring month-end reminders per folder
👉 Where do I turn on month-end reminders for a folder?
Go to Folder Settings → Approval settings. This is also where approvals get enabled for the folder in the first place. Tick the toggle Month-end reminder first to see the detailed settings.
👉 What can I schedule?
You choose when the reminder goes out: on a specific day of the month, a number of days before month end, or on the last day of the month. You also set the time and timezone. If the calculated date falls on a weekend, it's automatically moved to the Friday before.
👉 Can I set someones notification preferences for them?
No. As an Admin, you control whether and when the month-end reminder fires for the folder. Each person still decides for themselves whether they receive it, and manages their other notification categories entirely on their own.
👉 What happens if I enable the reminder after a person has already joined the folder?
Everyone already in the folder is picked up automatically — you don't need to re-add anyone.
Manager: viewing notification settings across the account
👉 Where can I see what notifications each person has set up?
Go to Account management → Users. You'll see a Notifications column, and opening a person's card shows their full settings: their cadence for each of the three categories, their summary schedule, and their month-end status for every folder they're in — including whether they've opted out, and when their next email is due.
👉 Can I change a person's settings from here?
No. This view is read-only. People manage their own settings from their profile.
Opting out and unsubscribing
👉 How do I stop getting a specific type of email?
Set that category to Off in User profile → Notifications or click on Unsubscribe in the most recent email.
👉 How do I stop getting the month-end reminder for one folder?
There are two ways: turn it off in User profile → Notifications, or click the unsubscribe link included in any month-end reminder email you receive. Either way, this only affects that one folder — your other settings and other folders are unaffected.
👉 Can anyone else see that I've opted out?
Yes — an Account Manager can see your opted-out status for any folder on your member card, though they can't change it for you.
What the emails look like
The examples below describe what each email generally includes, so you know what to expect.
👉 What's in the "awaiting your approval" email?
Sent when a document needs your sign-off. It identifies the document and folder involved and links back to it in Datamolino so you can review and act on it directly.
👉 What's in the rejected/approved outcome email?
Sent to you as the submitter once your document has been actioned. It states the outcome and links back to the document.
👉 What's in the summary digest?
One email per company, per your schedule, grouping together everything that happened for whichever categories you've set to Summary. If a company has nothing to report at send time, you simply won't get one for it.
👉 What's in the month-end reminder?
Lists everything still awaiting approval in that folder, ahead of your admin-set deadline, and includes an unsubscribe link scoped to that folder only.
