Notification Settings

The Notification Settings tab controls which email notifications are sent for declaration lifecycle events and system alerts.

Overview

Borderbolt can automatically notify users and customers about important declaration events, from submission through release. Configure which notifications are sent to optimize communication while avoiding notification fatigue.

Master Toggle

Email Notifications Enabled

Global toggle to enable or disable all email notifications.

When Enabled:

• Individual notification types can be toggled on/off
• Emails sent based on event triggers
• Respects user notification preferences
• Uses configured email provider (Settings → Email)

When Disabled:

• No notification emails are sent
• System events still logged
• Notification preferences retained for when re-enabled
• Critical alerts may still appear in-app

Declaration Notification Types

Declaration Submitted

Notify when a declaration is successfully submitted to customs.

Event Trigger: Declaration sent to and forwarded to Dutch Customs

Email Recipients:

• User who submitted the declaration
• Users with “Declaration Notifications” permission
• Customer contact (if customer portal enabled and customer opted in)

Email Contents:

• Declaration reference (LRN)
• Submission timestamp
• Declaration type (H1, B1, etc.)
• Basic shipment details
• Next steps and expected timeline

When to Enable:

• You want confirmation that submission was successful
• Customers need proof of submission
• Audit trail of submission timing required

When to Disable:

• High volume environments (dozens of declarations per day)
• Submission is always followed by acceptance notification anyway

Declaration Accepted

Notify when customs accepts a declaration.

Event Trigger: Customs responds with acceptance message (function code 01)

Email Recipients:

• User who submitted the declaration
• Users with “Declaration Notifications” permission
• Customer contact (if configured)

Email Contents:

• Declaration reference (LRN/MRN)
• MRN (Master Reference Number) assigned by customs
• Acceptance timestamp
• Duty and tax amounts (if applicable)
• Next steps (awaiting release or payment)

When to Enable:

• Recommended: Acceptance is a critical milestone
• MRN needed for tracking and payment
• Customers need confirmation to proceed with logistics
• Required for audit and compliance

When to Disable:

• Only in very high-volume environments
• If using in-app dashboard exclusively for status

Declaration Rejected

Notify when customs rejects a declaration.

Event Trigger: Customs responds with rejection message (function code 02)

Email Recipients:

• User who submitted the declaration
• Users with “Declaration Notifications” permission
• Customs Manager role
• Admin role

Email Contents:

• Declaration reference (LRN)
• Rejection timestamp
• Rejection reason codes (from customs)
• Error descriptions
• Recommended actions to resolve
• Link to declaration for correction

When to Enable:

• Always Recommended: Rejections require immediate action
• Prevents shipment delays
• Ensures errors are addressed promptly
• Critical for compliance

When to Disable:

• Never disable in production environments

Declaration Released

Notify when goods are released by customs.

Event Trigger: Customs sends release notification (function code 09)

Email Recipients:

• User who submitted the declaration
• Users with “Declaration Notifications” permission
• Customer contact (logistics/warehouse team)

Email Contents:

• Declaration reference (LRN/MRN)
• Release timestamp
• Goods can proceed to destination
• Duty payment status (if deferred payment)
• Next logistics steps

When to Enable:

• Customers need immediate release notification for logistics
• Warehouse needs to know when goods can be collected
• Time-sensitive shipments
• Automated logistics workflows

When to Disable:

• Low-value, non-urgent shipments
• You monitor dashboard manually for releases
• Customer receives release notification directly from forwarder

Control Notification

Notify when customs issues a control notification.

Event Trigger: Customs sends control notification (function code 13)

Control Types:

• Document Control: Customs requires additional documentation
• Physical Control: Customs will physically inspect goods

Email Recipients:

• User who submitted the declaration
• Customs Manager role
• Users with “Control Notifications” permission
• Admin role

Email Contents:

• Declaration reference (LRN/MRN)
• Control type (document or physical)
• Control office location
• Required documents or actions
• Deadline for response
• Contact information for customs office

When to Enable:

• Recommended: Controls require timely response
• Prevents delays in release
• Ensures compliance with customs requests
• Critical for high-risk or high-value shipments

When to Disable:

• Only if using alternative notification system
• Very low control rate in your operations

Notification Preferences

Per-User Preferences

Individual users can customize which notifications they receive:

1. Navigate to Profile → Notification Preferences
2. Toggle individual notification types
3. Set notification delivery method:
   • Email
   • In-app only
   • Email + In-app
4. Configure notification frequency:
   • Immediate
   • Daily digest
   • Weekly digest

User Override: User preferences override global settings. If global “Declaration Accepted” is enabled but user has it disabled, they won’t receive emails.

Customer Notifications

Customers can opt in/out of notifications via customer portal:

1. Customer logs into portal
2. Navigate to Settings → Notifications
3. Toggle notification types
4. Save preferences

Customer Notification Types:

• Declaration submitted
• Declaration accepted (with MRN)
• Declaration released
• Control notification (if applicable)

Notification Delivery

Email Provider

Notifications are sent using the configured email provider:

• Default: Borderbolt SMTP
• Custom SMTP: Your SMTP server
• Microsoft 365: Graph API integration

Configure email provider in Settings → Email Settings.

Email Appearance

Notification emails use:

• Company logo (from Settings → Company Settings)
• Company branding colors
• Professional HTML templates
• Responsive design (mobile-friendly)
• Clear call-to-action buttons

Failed Delivery

If notification email fails to send:

• Error logged in system logs (contact your administrator to review)
• Retry attempted (up to 3 times)
• In-app notification created as fallback
• User can view in Notifications panel

Best Practices

Recommended Configuration

Standard Production Environment:

✓ Email Notifications Enabled: ON
✓ Declaration Submitted: OFF (optional)
✓ Declaration Accepted: ON (critical)
✓ Declaration Rejected: ON (critical)
✓ Declaration Released: ON (recommended)
✓ Control Notification: ON (critical)

High-Volume Environment:

✓ Email Notifications Enabled: ON
✓ Declaration Submitted: OFF
✓ Declaration Accepted: ON
✓ Declaration Rejected: ON
✓ Declaration Released: OFF (use dashboard)
✓ Control Notification: ON

Customer-Facing Environment:

✓ Email Notifications Enabled: ON
✓ Declaration Submitted: ON
✓ Declaration Accepted: ON
✓ Declaration Rejected: ON (internal only)
✓ Declaration Released: ON
✓ Control Notification: ON (internal only)

Avoiding Notification Fatigue

Strategies:

• Use daily digests for non-critical events
• Disable submission notifications if acceptance is enough
• Use in-app notifications for internal users
• Reserve email for customer-facing and critical events
• Review notification volume monthly and adjust

Notification Templates

Customize Email Templates:

1. Navigate to Settings → Notification Templates
2. Select notification type
3. Edit subject and body
4. Use placeholders for dynamic content:
   • {lrn} - Local Reference Number
   • {mrn} - Master Reference Number
   • {customer_name} - Customer name
   • {declaration_type} - Declaration type
   • {company_name} - Your company name
5. Preview and save

Placeholders Available: See template editor for full list of available placeholders per notification type.

Updating Settings

1. Navigate to Settings → Notifications
2. Toggle master “Email Notifications Enabled” on
3. Toggle individual notification types on/off
4. Configure templates (optional)
5. Test with sample declaration
6. Changes save automatically on blur

Permissions

To edit notification settings, users must have the Settings permission. This is typically assigned to:

• Admin role
• Manager role

To receive specific notifications, users must have:

• Declaration Notifications permission (standard declaration events)
• Control Notifications permission (control notifications)
• Surety Notifications permission (surety balance alerts)

Related Configuration

• Email Settings - Configure email provider and sending
• User Management - Assign notification permissions
• Customer Portal - Enable customer notifications

Troubleshooting

Notifications Not Being Sent

Problem: Notification settings enabled but emails not received.

Solutions:

• Verify master “Email Notifications Enabled” toggle is on
• Check specific notification type is enabled
• Confirm user has appropriate notification permission
• Review user personal notification preferences (Profile → Notifications)
• Verify email settings are configured (Settings → Email → Test Email)
• Check recipient email address is valid
• Contact your administrator to check system logs for errors
• Contact your administrator to verify background processing services are running

Notifications Going to Spam

Problem: Notification emails delivered but land in spam folder.

Solutions:

• Configure SPF, DKIM, DMARC for your email domain
• Use authenticated email provider (not default Borderbolt SMTP)
• Avoid spam trigger words in subject lines
• Ask recipients to whitelist sender address
• Use custom SMTP or Microsoft 365 for better deliverability

Too Many Notifications

Problem: Users complaining about notification volume.

Solutions:

• Disable “Declaration Submitted” notifications
• Use daily digests instead of immediate emails
• Configure per-user preferences to reduce volume
• Disable “Declaration Released” for internal users (use dashboard)
• Review which users have “Declaration Notifications” permission
• Consider in-app only for non-critical events

Customers Not Receiving Notifications

Problem: Internal users receive notifications but customers don’t.

Solutions:

• Verify customer portal is enabled (Settings → Customer Portal)
• Check customer has opted in to notifications in portal
• Confirm customer email address is valid in customer record
• Review customer notification preferences in portal
• Test with internal email address on customer record
• Check email provider allows sending to external addresses

Delayed Notifications

Problem: Notifications arrive hours after event occurred.

Solutions:

• Contact your administrator to verify background processing services are running
• Contact your administrator to check for backlogs in the processing queue
• Contact your administrator to review server resources
• Ensure email provider is not rate limiting
• Contact your administrator to check for failed background jobs
• Contact your administrator to restart background processing services if needed