Manage email notification settings

One of the core features of SourceDay is ensuring timely attention and action on purchase orders (POs) from both buyers and suppliers. To support this, SourceDay provides automated email notifications when POs require updates or responses, as one of our core automations.

Buyers can customize how and when they receive these notifications by adjusting their Email Notification Settings in their Account Settings. These settings also allow buyers to forward notifications to additional contacts and schedule reminder emails for suppliers. This configuration is available to all buyers on the platform.

Adjusting email notification settings

To access your email notification settings:

1. Click your name in the upper-right corner of the SourceDay platform.
2. Select Account Settings.
3. In the left-hand menu, click Email Notifications.

PO update notification frequency

Buyers can control how often they receive notifications about PO changes proposed by suppliers. Select from the following digest options:

• Hourly Digest – A summary of PO line changes received within the last hour.
• Daily Digest – A summary of all PO line changes from that day.
• Weekly Digest – A summary of PO line changes for the current week.

Enabling email forwarding

If you want others on your team to receive the same email notifications you do, you can set up email forwarding to enhance internal collaboration and coverage:

1. Toggle Enable Email Forwarding to ON.
2. Use the dropdowns to select additional SourceDay users to receive forwarded emails:
   • Add up to two SourceDay users directly.
   • Use the + Add item option under Add Email Forwards to manually enter email addresses for non-SourceDay contacts.

Scheduling supplier reminder emails

Buyers can set automated reminders for suppliers to act on POs. These reminders are only sent for POs where you are the buyer of record. You can choose the reminder frequency and specify the types of PO statuses that trigger a reminder.

To configure supplier reminders:

1. Toggle ON Supplier Reminder Emails.
2. Check the boxes next to the days of the week you'd like reminders sent.

You can send reminders for the following PO statuses:

• Awaiting Vendor Response – Order lines awaiting supplier action or response.
• Pending – New order lines that have not yet been acknowledged by the supplier.
• Late – Order lines past their due or ship date.
• Radar – Order lines coming due within the supplier-specific lead time window.
• Hot – Order lines marked as urgent.

Best practices for email notifications

To ensure you stay informed without being overwhelmed, consider the following tips when configuring your email notification settings:

• Choose the right digest frequency. If you're managing a high volume of POs or time-sensitive orders, an Hourly Digest may be helpful. For most users, Daily or Weekly Digests provide a good balance between awareness and manageability.
• Use email forwarding for continuity. Set up email forwarding to a team member or shared inbox to ensure coverage during vacations, holidays, or absences. This helps prevent delays in responding to critical PO changes.
• Coordinate with your suppliers. When scheduling supplier reminders, align the frequency with your suppliers’ capacity to respond. Sending reminders too often can lead to message fatigue and reduced responsiveness.
• Monitor response rates. Periodically review how your suppliers respond to reminders and adjust settings as needed to improve engagement and order turnaround.
• Review settings quarterly. As business needs evolve, revisit your notification and forwarding preferences to ensure they still support your workflows effectively.