Notifications play a vital role in keeping teams informed about important updates inside a CRM. Whether it’s a new user creation, lead assignment, opportunity update, or system event, timely alerts ensure everyone stays aligned.

Horilla CRM simplifies this process with Notification Templates, allowing you to create dynamic, reusable notification messages that can be used across automations.

Let’s explore how this feature works in detail.

Accessing Notification Templates

To create and manage notification templates:

  1. Go to Settings
  2. Navigate to Notifications
  3. Click on Notification Template

You will land on the Notification Templates page.

If no templates exist yet, you’ll see an empty state with an Add New button.

This is where you define reusable notification messages for your system.

How to Create a Notification Template

Click Add New to open the form for creating a new template.

Fields Available:

  • Template Title – Name your template clearly (e.g., User Creation Notification).
  • Related Model – Choose the model that this template will be linked to (such as User, Lead, Opportunity, etc.).
  • Message – Compose the notification content and include dynamic fields as needed.

This message dynamically pulls data from the selected model.

Once completed, click Save Template.

Using Dynamic Fields (Insert Fields Option)

One of the most powerful features of Notification Templates is dynamic field insertion.

Inside the message editor, click the { } (Insert Fields) icon.

A side panel will open showing:

Field Types Available in Notification Templates

1. Instance Fields

  • Represent the main record that triggers the automation.
  • Belong to the selected related model (User, Lead, Opportunity, etc.).
  • Pull data directly from that specific record.
  • Used to display details of the object involved in the event.

2. Current User Fields

  • Represent the logged-in user performing the action.
  • Provide details about who created, updated, or triggered the record.
  • Help identify the responsible user in notifications.

3. Current Active Company Fields

  • Represent the company currently active in the system.
  • Useful in multi-company environments.
  • Ensure notifications reflect the correct company context.

4. Request Fields

  • Represent contextual information related to the system request.
  • Provide additional details about how or when the action occurred.
  • Add execution-level context to notifications.

Viewing Notification Templates

After saving, the template appears in the Notification Template list view.

The table includes:

  • Template Title
  • Related Model
  • Actions (Edit / Delete)

Template Preview

When you click on the Template Title, a preview of the template is displayed.

This allows administrators to:

  • After creating the template, complete the following steps:
    • Navigate to Settings, then open Automations, and select Mail & Notifications.
    • Set up a new automation rule or modify an existing one.
  • Confirm dynamic variables
  • Ensure clarity before using it in automation.

This preview feature helps avoid incorrect or unclear notifications being triggered in live workflows.

Using Notification Templates in Automations

Notification Templates are designed to work seamlessly with Automations, allowing you to trigger dynamic notifications based on specific system events.

  • Ensure clarity before using it in automation.
  • Choose your predefined Notification Template.

When the defined automation condition is met, the system will automatically:

  • Fetch the related record
  • Replace dynamic fields with actual data.
  • Send the formatted notification.

Best Practices

  • Use clear and descriptive template titles.
  • Keep messages concise and action-oriented.
  • Use dynamic fields wisely to avoid overly long notifications.
  • Preview the template before linking it to automation.
  • Create separate templates for different use cases instead of using one generic message.

Notification Templates in Horilla CRM provide a structured and scalable way to manage system alerts. By using dynamic field insertion, preview options, and smooth automation integration, you can ensure that the appropriate recipients receive accurate information exactly when they need it. By leveraging this feature effectively, organizations can improve responsiveness, accountability, and overall workflow efficiency.

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