Email Notifications
Reach team members and customers outside the app — with assignment alerts, roadmap status updates, and changelog announcements sent straight to their inbox.
What ProductBridge Emails
ProductBridge sends three types of email today:
| Recipient | Trigger | |
|---|---|---|
| Changelog Announcement | Subscribed end users | When a changelog post is published with email notifications enabled |
| Post Assignment | Assigned team member | When an admin assigns a post to them |
| Roadmap Status Change | Authors of linked feedback posts | When the linked roadmap item's status changes |
The first one targets your customers. The other two target your team.
Assignment and roadmap status emails only send if your workspace has custom SMTP configured. Changelog announcements work either way — they use the system mailer as a fallback.
Changelog Announcement Emails
The most user-visible email flow. When you publish a changelog post with email notifications enabled, every subscriber on your changelog gets a copy.
How Subscribers Sign Up
End users subscribe directly from the public changelog page on your portal — but only when you've turned on the workspace-level Allow Email Subscriptions toggle in your changelog settings. With that toggle off, the subscribe option is hidden from the public portal entirely.
When someone subscribes, they immediately receive a confirmation email so they know it worked.
Allow Email Subscriptions is admin-only — there's no per-end-user opt-out beyond the unsubscribe path (which is portal-based today). Toggle it from your changelog settings to enable or disable subscriber sign-ups workspace-wide.
Triggering an Announcement
Write a changelog post
Create a new changelog entry in the admin dashboard.
Enable Send Email Notification
On the post editor, toggle Send Email Notification to on. (You can also configure scheduled publishing — the email fires when the scheduled post auto-publishes.)
Publish
ProductBridge queues the email send. Recipients are batched in chunks for efficiency — large subscriber lists are processed in waves, but the entire send typically completes in minutes.
Track delivery
Every send is logged per-recipient with status (sent / failed) and error message if any. Open the post in the admin to see delivery results.
Email Format
| Field | Value |
|---|---|
| From | Your organization name + sender email (from your email settings or system default) |
| Subject | {Org Name}: {Post Title} |
| Body | Rendered changelog content (HTML), with a link back to the public changelog |
| Unsubscribe | Footer note pointing back to your changelog page (no token-based one-click unsubscribe today) |
Unsubscribing
Subscribers manage their subscription from the changelog page on your public portal. There's no token-based unsubscribe link embedded in the email today.
This means if a subscriber wants out, they need to revisit your portal. Consider linking back to your changelog page prominently in the email body so they know where to manage their subscription.
Assignment Emails
When an admin assigns a post to a team member, the assignee gets an email so they know to act — even if they're not currently logged in.
| Field | Value |
|---|---|
| Trigger | Admin assigns or unassigns a post (feedback or roadmap) |
| Recipient | The assignee (or unassigned user) — one email per event |
| Subject | {Actor} assigned you a post or You were unassigned from a post |
| Body | Post title, board, description preview, direct link to the post |
Requires Custom SMTP
Assignment emails only send when your workspace has Custom SMTP configured and active. If SMTP isn't set up, the email is silently skipped — the in-app notification still fires either way.
Set up custom SMTP early if your team relies on assignment workflows. Otherwise team members will only see assignments when they happen to check the app.
Roadmap Status Change Emails
When a roadmap item moves to a new status (e.g., Planned → In Progress, or In Progress → Completed), authors of all feedback posts linked to that roadmap item get an email.
This is how you close the feedback loop — customers who asked for a feature get notified when it ships.
| Field | Value |
|---|---|
| Trigger | Roadmap post status changes |
| Recipients | Authors of all feedback posts linked to the roadmap item (batch send) |
| Subject | Roadmap update: {Title} is now {New Status} |
| Body | Roadmap item title, the new status, and a link back to the post |
Requires Custom SMTP
Like assignment emails, roadmap status emails only send when custom SMTP is configured. If it isn't, the in-app notification still fires for linked feedback authors, but no email is sent.
Batched Delivery
All recipients for a single status change are sent in one batch send (one SMTP connection, many recipients). Each recipient's delivery is logged individually.
How ProductBridge Sends Email
Behind the scenes, email is sent via SMTP using a two-tier resolution:
- Custom org SMTP — if your workspace has Custom SMTP configured and active, it's tried first
- System SMTP fallback — if your custom SMTP fails (or isn't configured), the system mailer is used
This means changelog announcement emails always go out — even if your custom SMTP is misconfigured, your subscribers still get the message via our fallback. Assignment and roadmap status emails are stricter: they require active custom SMTP and skip silently otherwise.
| Custom SMTP Required? | Fallback to System SMTP? | |
|---|---|---|
| Changelog Announcement | No | Yes |
| Post Assignment | Yes | No |
| Roadmap Status Change | Yes | No |
User-Level Email Preferences
ProductBridge does not currently support per-user notification preferences for emails. Email behavior is determined by:
- Workspace-level toggles (e.g., "Enable email subscriptions on the changelog")
- Per-post toggles (e.g., "Send email for this changelog entry")
- Whether custom SMTP is configured (for assignment and roadmap status emails)
End users can unsubscribe from changelog emails via the changelog page on your portal. Team members currently can't opt out of assignment or roadmap status emails individually — those are workspace-wide.
Email Delivery Logs
For every email send, ProductBridge logs the per-recipient outcome — success or failure — along with any error message. Use these logs to:
- Diagnose deliverability issues (bounces, hard fails)
- Audit who was actually notified about a changelog
- Investigate why a specific recipient didn't get an email
Logs are visible in the admin dashboard for changelog sends; assignment and roadmap status logs are available via the system tools.
What's Not (Yet) Emailed
A few flows you might expect that don't currently send emails:
- Comment activity — comments and replies are in-app only
- New post notifications to admins — in-app only
- Vote milestones — in-app only
- @ mentions — not implemented
- Moderation alerts — pending content doesn't trigger emails to admins
If any of these would meaningfully change your workflow, let us know.
Last updated 3 days ago
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