Notification rules

Notification rules let you control which user tasks trigger notifications in Microsoft Teams.

Each rule applies to a specific organization and cluster and can filter user task events by process definition, user task elements, candidate users, or candidate groups.

Channel vs. personal rules

Where you create a rule determines who receives notifications.

Context	Who receives notifications	Typical use
Channel	Everyone in the channel	Coordinate on new unassigned user tasks so a team can decide who picks them up.
Personal chat	The user who owns the chat with the bot	Get notified when a task is assigned to you, or when a task you can claim becomes available.

note

To configure personal notification rules, you must first start a chat with the Camunda bot in Microsoft Teams. Until that chat exists, the Settings tab shows a "Personal notifications not set up" message.

Access the Notification rules page

You manage notification rules from the Notification rules page in the Camunda for Microsoft Teams app.

In a personal chat

1. Open the Camunda app in Microsoft Teams.
2. Select the Settings tab.

In a channel

1. Open the channel where you want to receive notifications.
2. Add the Camunda tab (+ at the top of the channel > select Camunda).
3. Open the tab.

Rule structure

A rule triggers a notification only when a user task matches all configured filters.

Field	Required	Description
Organization	Yes	The Camunda organization the rule applies to. Auto-selected if you only have access to one.
Cluster	Yes	The cluster within the organization. Auto-selected if only one cluster is available.
Process definition	No	Limit the rule to user tasks from a single process. Leave empty (All processes (no filter)) to match user tasks from every process in the cluster.
User tasks	No	One or more specific user task elements within the selected process. Pick them visually on the BPMN diagram. Only available after you select a process. Leave empty to match all user tasks.
Candidate users	No	Comma-separated list of user identifiers. Matches tasks assigned to any of these users.
Candidate groups	No	Comma-separated list of group identifiers. Matches tasks assigned to any of these groups.

Match semantics

• Empty filters match all user tasks in the selected cluster. A rule with no filters matches every user task in the selected cluster — the broadest possible subscription.
• Adding filters narrows the match. Filters combine with AND across fields and OR within each list. For example, a rule with candidateGroups = "finance, hr" and a selected process matches tasks from that process that have either finance or hr as a candidate group.
• Multiple matching rules deduplicate. If several rules match the same user task event, the recipient still receives only one notification per event.

tip

Start broad and narrow down. If you are not sure which filters you need, create a rule with no filters first, observe the notifications you receive, and then refine.

Create a rule

1. Open the notification rules page.
2. Click Create rule in the page header.
3. Select an organization and cluster if they are not pre-selected.
4. (Optional) Choose a process definition. To target specific tasks, select them on the BPMN diagram.
5. (Optional) Provide candidate users or candidate groups as comma-separated lists.
6. Click Save.

The new rule appears in the list and starts matching new user task events immediately.

View existing rules

The Notification rules page lists all rules configured for the current channel or personal chat. Each row shows:

Column	Description
Org / Cluster	The organization and cluster the rule applies to. Hidden when only one organization and cluster is available.
Process	The process definition ID, or all processes when no process filter is set.
User task	The selected user task element IDs, or — when no specific task is selected.
Assignments	The combined list of candidate users and groups. Long lists are truncated with +N more. Hover over the cell to see the full list.

Click a row to open the rule for editing.

Edit a rule

1. On the Notification rules page, click the row of the rule you want to edit.
2. Change any of the fields.
3. Click Save.

Delete a rule

1. Open the rule for editing (click its row).
2. Click Delete rule in the page header.
3. Confirm the deletion in the dialog. This action cannot be undone.

What happens when a task matches

When a user task matches a rule, the bot posts an interactive notification card to the channel or personal chat. From the card, you can claim, assign, complete, or open the task without leaving Microsoft Teams. Cards update automatically as the task state changes.

See notification behavior for the full description of how notification cards behave.

Limits and permissions

• There is currently no limit on the number of rules per channel, personal chat, or cluster.
• In a channel, any member of the channel can create, edit, and delete notification rules.