Create and manage Alerts

Overview

Alerts let you post a short, time-sensitive announcement at the top of Simpplr for a chosen audience to see. With the right permissions, you can create an alert from Manage features > Alerts and configure who sees it, what it says, how it behaves, when it appears, and where it gets distributed.

Open the Add alert screen

Go to Manage features > Alerts, then select Add alert. The screen opens with five collapsible sections you fill out in order:

• Recipients

• Alert message

• Configuration

• Scheduling

• Distribution

Recipients

Use the target audience picker to choose who receives the alert. Selecting All organization sends the alert to every user in your environment, and a confirmation message appears to confirm the scope. You can also target specific audiences using the picker.

Alert message

Type the message you want users to see. The field is limited to 150 characters, and a live counter shows how many characters remain as you type.

Use AI suggestions

If you would rather not write the message from scratch, use the AI suggestion panel next to the Alert message field. Enter a short draft or a bit of guidance about what you want to convey, then select Generate. The system returns a suggested message that fits within the 150 character limit and matches the selected alert language.

How the suggestion flow works:

• Each time you select Generate, the system creates a new version of the suggestion.

• Use Previous and Next to move between versions and compare options.

• Select Modify all text to rewrite the current message instead of generating a fresh one. This uses your existing text as the starting point and improves it for clarity, tone, or brevity based on any further instructions you provide.

• If you edit a selected message manually after inserting a suggestion, the earlier versions are cleared.

• Regeneration is limited after a set number of attempts.

Suggestions typically appear within a few seconds. If they fail to load, retry or continue writing manually. The feature does not block alert creation or publishing.

Configuration

The Configuration section controls how the alert looks and behaves once it goes live.

Add a link

Select Add link to alert message to make the alert clickable. A required URL field appears, also capped at 150 characters. When users click the alert, they land on the URL you enter.

Dismiss behavior

Choose whether users can close the alert:

• User can dismiss alert: shows a close icon that users can click to remove the alert from their view.

• User cannot dismiss alert: keeps the alert visible for its full duration.

Translations

If your audience includes users with different profile languages, you can translate the alert. Open the language dropdown, which lists manually translated languages and automatically translated languages in separate groups. Automatic translations are generated using Google Translate and are labeled accordingly. To translate manually, open the manual translation tab and edit the translated text directly.

Scheduling

Under Scheduling, choose when the alert starts and how long it stays visible.

Start time:

• Immediately: displays the alert as soon as you publish it.

• Schedule date and time: sets a future start. Past dates and times are not allowed.

Duration:

• Set an end date and time using Custom end date and time.

• The display window is capped at 7 days from the start, since alerts are designed for short-term messages.

• If you set an end more than 7 days out, you see the validation message "Alert cannot be displayed for more than 7 days" and cannot display the alert until you shorten the range.

Distribution

The Distribution section controls where the alert appears. Available channels:

• Intranet: default channel, always on, since alerts always appear in Simpplr itself.

• Email: sends the alert as an email.

• SMS: sends the alert as a text message.

• Mobile Push: sends the alert as a mobile push notification.

• Browser: sends the alert as a browser notification.

• Microsoft Teams: appears only if the Teams integration is enabled for your account.

Microsoft Teams

If the Microsoft Teams integration is enabled, you can send the alert as an instant message to specific recipients or post it in a Teams channel you have access to. The alert displays in Teams and includes a link back to Simpplr. If the integration is not enabled, the Teams option does not appear in this section.

Publish the alert

Once all five sections are set, use the Display alert action to publish. If you scheduled a future start time, the alert appears at that time. Otherwise, it appears immediately.

Manage alerts

View and manage alerts

The Alerts screen lists every alert that has been created for the environment, along with its message, audience, schedule, and current status. Use this screen to review existing alerts, search or filter the list, take action on an individual alert, or start a new one.

Open the alerts screen

Go to Manage > Features > Alerts. The screen displays all existing alerts in a table, with an Add alert button in the top right corner.

What the alerts list shows

Each row in the alerts list represents a single alert. The following details appear as columns:

• Message: The alert text. If a link was added, the destination URL appears below the message with a link icon.

• Author: The user who created the alert, shown with a profile avatar and name.

• Target audience: The number of users the alert was sent to.

• Seen: The number of users who have viewed the alert so far.

• Display from: The start date and time when the alert begins showing.

• Display till: The end date and time when the alert stops showing.

• Status: The current lifecycle state of the alert, shown as a badge (for example, Scheduled for an alert with a future start time).

Manage alerts actions

A three-dot menu at the end of each row provides actions for that specific alert.

• Search alerts: Use the Search alerts field above the table to find a specific alert quickly. The search matches against the alert message text, so partial keywords work as well.

• Filter alerts: Select Filters at the top right of the table to narrow the list down to a smaller set of alerts based on the available filter criteria.

• Add a new alert: Select Add alert in the top right corner of the screen to open the Add alert flow. This opens the five-section creation flow covering Recipients, Alert message, Configuration, Scheduling, and Distribution. For step-by-step guidance on filling out each section, see Create and manage alerts.

• Row-level actions: Select the three-dot menu at the end of any row to access actions for that alert. Use this menu to make changes to an existing alert or to remove it from the list.

Troubleshooting

AI suggestions fail to load

• What happened: The AI suggestion panel does not return a message after Generate is selected, or the panel does not respond within a few seconds.

• What to do: Select Generate again to retry. If suggestions still fail, continue writing the message manually. Alert creation and publishing are not blocked. If the panel is not available at all, the feature may not be enabled for the environment. Contact the administrator to confirm.

Validation message: "Alert cannot be displayed for more than 7 days"

• What happened: The end date and time is set more than 7 days after the start time.

• What to do: Shorten the end date and time so it falls within 7 days of the start. The validation clears as soon as the range is valid. If the message needs to stay visible for longer, schedule a follow-up alert to publish after the first one ends.

Microsoft Teams does not appear as a distribution channel

• What happened: The Teams option is missing from the Distribution section.

• What to do: Confirm with the administrator whether the Microsoft Teams integration is enabled for the account. If the integration is enabled but Teams still does not appear, sign out and back in to refresh the session, then reopen the Add alert screen.

Frequently asked questions

Q: What is the character limit for an alert message?

Ans: Alert messages are limited to 150 characters. If a link is added, the URL field has the same 150 character limit.

Q: Can an alert be displayed for longer than 7 days?

Ans: No. Alerts are capped at a 7 day display window from the start time. To keep a message visible for longer, schedule a follow-up alert to run after the first one ends.

Q: Do users automatically see the alert in their profile language?

Ans: Yes, if a translation is available for that language. The language dropdown groups languages that are translated manually and languages that are translated automatically through Google Translate. If no translation exists for a user's profile language, the alert appears in the default language.

Q: Can the alert be made clickable?

Ans: Yes. In the Configuration section, select Add link to alert message and enter a URL. The full alert becomes clickable and opens the URL when selected.

Q: Is there a limit on how many times AI suggestions can be regenerated?

Ans: Yes. Regeneration is limited after a set number of attempts. Once the limit is reached, refine the current message manually or use Modify all text to rewrite what already exists.