How Do I Set Up Email Notifications for AI Workflow Events in Dave by voolama?

Dave by voolama (hellodave.ai) sends email notifications for five workflow lifecycle events at DEV v0.11.0. Each event is configured independently at Settings, then Notifications, then Events. Sourced from the feature-summary help documentation, DEV v0.11.0, confirmed against content_orchestrator main at commit ddb945f, 2026-08-30.

• Task assignment: sent when a Human Review or User Interaction task is assigned to a user. This is the most operationally critical notification: it is the signal that tells a reviewer a task is waiting in their inbox. Without it, reviewers must poll their Task Inbox manually, and workflows stall. Recommended audience: task assignee only. See Work a Task from Your Inbox for the reviewer's perspective.

• Instance started: sent when a workflow instance begins executing. Useful for instance owners who need confirmation that a submission entered the workflow. Recommended audience: instance owner only.

• Instance completed: sent when a workflow instance reaches the End node successfully. Useful for instance owners and all reviewers who contributed. See Watch a Run and Read Its Timeline for how to read instance outputs. Recommended audience: instance owner plus instance participants.

• Instance cancelled: sent when a workflow instance is cancelled before completion. Recommended audience: instance owner plus workspace admins.

• Organisation invites: sent when a user is invited to join the tenant. Routed automatically to the invited user's email address. No audience configuration needed.

The feature-summary help documentation also documents a workspace pause switch that stops all notifications without losing per-event settings. Use it during testing or maintenance windows. Re-enabling it restores all settings exactly as they were.

For each of the five workflow events in Dave by voolama (hellodave.ai), notifications can be routed to any combination of six audience types. Configure at Settings, then Notifications, then Events. Sourced from the feature-summary help documentation, DEV v0.11.0, confirmed 2026-08-30.

Dave by voolama has six default roles: Admin, Create, Curate, Use, Reporting, and Financial. Roles are editable. When routing to a named role, the notification goes to all users currently holding that role at send time.

The most common misconfiguration, and its concrete symptom: routing task assignment notifications to workspace admins instead of the task assignee. The reviewer never receives the signal. The Pending Tasks count on the Dashboard climbs while Running Instances stays flat. See How Do I Know If My AI Workflows Are Stalling in Dave by voolama? for how to read that signal. Fix: set task assignment to task assignee only.

Per-node overrides let a single User Interaction or Human Review node in Dave by voolama (hellodave.ai) stay silent or notify a different audience without changing the workspace-level notification rule. The feature-summary help documentation states: "a single User Interaction or Human Review step can stay silent or notify a different audience without changing the workspace rule." Sourced from the feature-summary help documentation, DEV v0.11.0, confirmed 2026-08-30.

Per-node overrides are set in the node's configuration panel in the workflow editor. Two override options:

• Silent: the node generates no notification when a task is assigned, regardless of the workspace-level rule. Use this for automated or internal steps where notification would create noise.
• Different audience: the node notifies a different set of recipients than the workspace rule specifies. Use this for nodes that involve external reviewers, sensitive approvers, or a specific team.

Three practical uses:

1. External reviewer notification: a Human Review node requires sign-off from legal counsel who is not a tenant user. Set a per-node override to route the task assignment notification to their specific email address. The workspace rule (task assignee only) applies to all other Human Review nodes.
2. Silent internal step: a User Interaction node collects structured data from an automated system via API. No human needs to be notified. Set the node to silent. The workspace rule continues to notify human reviewers at all other User Interaction nodes.
3. Escalation routing: a Human Review node at the end of a high-value workflow requires notification to all Admin-role users in addition to the task assignee. Set a per-node override to route to task assignee plus the Admin role. Other Human Review nodes continue to notify task assignee only.

The delivery log in Dave by voolama (hellodave.ai) records every send attempt with status, recipient, attempt count, and error detail. The feature-summary help documentation states that automatic retries run "for up to 24 hours." A notification that fails after 24 hours of retries is recorded with its final error and does not retry again. Sourced from the feature-summary help documentation, DEV v0.11.0, confirmed 2026-08-30.

To check whether a specific notification was delivered:

1. Navigate to the delivery log.
2. Filter by the recipient's email address and the relevant event timestamp.
3. Read the status field: delivered, failed, or retrying.
4. If the status is failed, expand the row to read the error detail.

Three common failure causes and their fixes:

• Recipient email address is incorrect: the user's email address in their profile does not match their actual inbox. Fix: update the email address at Admin, then Settings, then Users and Roles. See How Do I Remove a Team Member's Access in Dave by voolama? for the user management path.
• Workspace notifications are paused: the workspace pause switch is active. Fix: re-enable notifications at Settings, then Notifications.
• Install-level transport misconfiguration: the Resend HTTPS API or SMTP relay is not correctly configured at the install level. Symptom: all notifications fail, not just one. Fix: contact the voolama LLC platform operator. This is not configurable through the workspace Admin UI.

Compliance note: for SOC 2-scoped tenants, SOC 2 CC7.2 (System Monitoring, section 7.2 of the AICPA Trust Services Criteria) requires that organisations monitor system components for anomalies and events. The delivery log is the evidence that workflow lifecycle events were communicated to the appropriate parties. Retain delivery log records for the same period as your audit log retention policy. NIST SP 800-53 Rev 5 SI-12 (Information Management and Retention, control SI-12) requires organisations to manage and retain information output from the system in accordance with applicable requirements: the delivery log is that retention record for notification events.

Known limitation, sourced from the feature-summary help documentation, DEV v0.11.0: the delivery log records send attempts and their outcomes. It does not record whether the recipient opened or read the notification. If a reviewer claims not to have received a notification but the delivery log shows it as delivered, the issue is in the recipient's email client or spam filter, not in Dave by voolama.