Last updated: 2026-09-20 · 3 min read

Managing sharing and notifications

This article explains how to review notifications and how to customize alerts for Room sharing and external file-share views.

The opening image is workspace Notification settings (1280). You toggle email for engagement, messages, and Agent events. @mentions always notify and cannot be turned off.

Reviewing notifications

Open the bell in the top-right to see unread notifications. A count badge appears when there is unread mail.

Notification types include the following.

Notification type	Content
Customer entered Room	When an external member enters the Room
File viewed	When a Room file or an external share-link file is viewed
New message	When a new message is posted to a thread
@Mention	When you are mentioned in a message or page comment

Marking as read

Opening a notification marks it as read and takes you to the relevant page
To mark them all at once, press Mark all as read at the top of the dropdown

A notification that cannot be opened shows This notification can't be opened because the Room is missing.

Customizing notification settings

From Notifications in workspace settings, you control email for each event.

Open Settings → Notifications in the sidebar
Toggle email on or off for Customer entered Room, File viewed, New message, and other events
Press Save settings. Save stays unpressable until something changes

@mentions always notify and cannot be turned off.

Turn off email for New message only if you want mention mail without routine thread mail. Views of external share links are included in File viewed.

Invitation email content

When you invite a member, an email is sent with:

The inviter's name
The Room name
A custom message, if one was set
An access link to the Room

Recipients who use Reply in Room on an external share link also receive an invitation to the project Room. See Share selected files externally for that flow.

Notification timing

Event	Internal members	External customers
Customer entered Room	In-app + email	Email
File viewed	In-app + email	Email
New message	In-app + email	Email (when configured)
@mention	In-app + email	Email

Room-level notification settings

You can also toggle notifications on or off on a per-Room basis.

Open the Notifications section in Room settings
Toggle each notification type on or off
Changes are saved automatically

Turning off notifications for a Room whose project has been completed helps cut down on unnecessary notifications.