Plexara
Email Notifications
Triggers
Four Things Send Mail
Collaboration only closes the loop if it reaches somebody who is not currently looking at the portal. Three of these come from a person doing something; the fourth exists because nobody did.
A share
Someone gives a person access
An asset, a collection, or a prompt shared with a named person. The email carries a link to the item and, when the sharer wrote one, a short note from them.
A comment or reply
A thread moves
A comment or feedback reply on something you own or something shared with you. The email carries the item, who wrote it, and an excerpt of what was said.
A mention
Someone names you
Typing an @ in a comment addresses a person directly. A mention is its own category, so being named reaches you even when you have the general comment traffic turned down.
A review queue going unworked
The one with nobody behind it
Captured insights waiting for review age quietly. A scheduled check watches the queue against thresholds your admins set and mails them when it crosses.
Recipients
Who Hears About It, and Who Never Does
The fastest way to make people ignore a notification system is to email them about their own typing. The rules below are enforced where events are raised rather than in each screen that raises one, so a new trigger inherits them instead of re-implementing them.
The people a thread concerns
A comment reaches the item’s owner, the thread’s author, and the people it is shared with. That is the general fan-out, and each of them still reads it through their own preferences.
Anyone named by hand
A person the comment @-mentioned is notified as a mention instead of as part of the fan-out, so one comment never sends the same person two emails. Mentions are queued first, and how much mail one author can generate in a burst is bounded, so on a widely shared item the people addressed by name are the ones who get through.
The person who wrote it
Never. The author is excluded at the single point every trigger passes through, and the exclusion compares addresses rather than the label in front of them, so an owner recorded as a display name wrapped around an address is still recognised as the author of their own comment.
Everyone, when the author cannot be identified
An event whose author cannot be resolved sends no general fan-out at all, because it cannot be shown not to be a self-notification. Anyone the comment named explicitly still gets their mention.
Someone who has opted out
Nothing is sent and nothing is held. Preferences are read before a message is ever queued, so turning a category off means the mail is not written rather than written and suppressed.
Your side
Every Recipient Sets Their Own Terms
Settings in the portal carries one control per question. Delivery is immediate, a daily digest, or off, and shares, comments and feedback, and mentions each switch on and off separately. A digest reader gets one message a day summarising the window instead of one message per event.
Preferences are keyed to an email address rather than to an account, so they cover people you share with who have never signed in. Someone who cannot reach the Settings page changes their mind from the message itself: every notification carries an unsubscribe link that works without signing in.
Directly beneath the preferences sits the list of what was actually sent to you, newest first, with each message’s subject, category, and delivery status. Preferences and receipts answer one question together, which is why they share a screen. See it in place on the portal tour.
The sharer’s side
Three Decisions at the Moment You Share
Share quietly
A share addressed to a person notifies them by default, and a toggle in the share dialog turns that off. The share itself is created exactly as it would be otherwise. The recipient’s own preferences still apply when notification is on, so the toggle can remove an email and never force one past somebody who asked not to get it.
Say why you are sharing it
A short note travels in the email as a quoted block attributed to you. It is never stored: it goes with the one message the share produces and lives nowhere afterwards. Markup and links are refused while you are still writing rather than escaped and delivered, because a plausible-looking link inside a trusted email is worth more to an attacker than it is to you.
Address it to a real person
Recipient addresses are accepted the way a mail client puts them on your clipboard, with the display name in front, and only the address itself is stored. A value that names no routable address is refused as the field loses focus, so what you see is what gets stored and mailed.
Delivery
Mail You Do Not Have to Chase
Notification systems fail in a particular way: the notification quietly does not arrive, and the thing it was announcing is fine, so nobody notices for a week. Three properties rule that out.
The share always succeeds
Whether an email goes out, and whether it lands, never decides whether the share was created. Nobody waits on mail to get access, and nobody loses access because mail was slow.
A message keeps trying
A send that does not get through is retried rather than dropped, and a message still waiting when the platform restarts is still waiting afterwards. Delivery is a commitment the platform holds, not a single attempt.
And there is a receipt
A message that never went out says so. Nobody has to reconstruct from silence whether an email was sent, held, or never attempted.
Two views of the same record
Each person sees the messages addressed to them on their own Settings page, with the status of each. Admins see every message on the administration dashboard: recipient, subject, category, status, attempt count, and, on a failure, the error the mail server returned. The error text is deliberately absent from the personal view, since a recipient can act on none of it and the status alone tells them whether to expect an email.
Both are recent history rather than an archive, and both state the window they cover, so an empty list is not mistaken for a quiet week.
Where mail goes out from
Our Mail Server, or Yours
Outbound mail leaves through a dedicated mail server Deasil Works operates. That is the arrangement your deployment arrives with, and for most teams it is the arrangement they keep.
The mail settings also sit in the portal under Admin, which means an admin on your own team can point delivery at the mail provider your company already uses. Teams do this for a practical reason: mail from a domain your recipients recognise clears filters that mail from an unfamiliar sender does not, and the From address on a share matches the rest of your company’s mail. It is a decision your admins make and change themselves, alongside the rest of the administrative settings, with no request to file and no window to wait for.
A send test delivers a real message through whatever is currently stored, so a change is confirmed end to end before anybody depends on it. If the address you tested has turned notification email off for themselves, the screen says so beside the action, because a person who receives the test and never a notification is otherwise a long afternoon of troubleshooting.
No vendor is added to your platform
Email delivery is part of the managed Plexara service. It introduces no third-party email vendor, and the product’s subprocessor list stays where it is: at zero. Your deployment runs start to finish on hardware Deasil Works owns and operates, and mail leaves the same way. Should your admins route delivery through your own provider instead, that provider is yours, under your contract, which still adds nothing to Plexara’s side of the arrangement.
The analytics and mailing-list services named in this website’s privacy policy are vendors of this website. None of them touches the platform your deployment runs, and the newsletter you can subscribe to here has nothing to do with the mail your deployment sends. The Trust Center keeps the two apart line by line.
The message
Mail That Behaves Like Mail
An email your recipients cannot escape is an email their provider learns to filter. Getting the conventions right is what keeps the ones people do want out of the spam folder.
One-click unsubscribe
Every notification carries a working unsubscribe link and the header pair that Gmail and Yahoo require of senders at volume, so a recipient can stop the mail from inside their mail client without opening anything of ours.
Unsubscribing takes a deliberate second click
The link opens a confirmation page with a single button rather than acting on the visit. Corporate mail security scans the links in a message before a person ever sees them, and a link that acted on being fetched would opt people out who never touched it.
Links that go to the thing itself
Each message deep-links to the shared or discussed item and to your own notification preferences, and identifies itself with a proper Message-ID so replies and duplicates thread correctly in your recipients’ mail clients.
A footer that says who sent it
Legal links and a support contact ride in the footer of every message, in both the formatted and plain-text parts, so a first-contact recipient can tell what they have received and from whom.
Sharing with someone who has no account
A share addressed to someone outside the portal lands them on a page for that one item, where they can request a single-use view link sent to the same address the share names. It opens that item, read only, for a few minutes. Forwarding the original message grants nothing, because the link in it is not a credential and the viewer resolves it only for the person the share was addressed to. Revoking the share ends the guest’s access immediately.
Opting out of notifications does not strand anyone. A view link is transactional: the recipient pressed a button to ask for it, so it still sends. And a recipient who turned email off and later regrets it finds a way back on the same landing page, without a support request.
Operator alerts
Pending Knowledge Stops Aging Silently
An unworked review queue is the one failure in the knowledge pipeline that breaks nothing. Captures keep arriving, agents keep answering, and none of what was learned becomes shared knowledge. The count has always been visible to anyone who goes looking. This is the signal for everyone who does not.
A scheduled check compares the pending queue against two thresholds your admins set: how many insights waiting is too many, and how old the oldest one is allowed to get. Either one alone is enough to trigger the alert, and an empty queue never does.
What the alert says
The pending count, the age of the oldest insight waiting, how many have gone stale, and a link that opens the review queue rather than the section it lives in. The figures are the queue as the check saw it, so an alert read hours later still reports what actually crossed the line.
A reminder, not a flood
A queue that stays over the line produces one alert per cooldown window rather than one per check, and your admins choose that window. A queue worked back under the line resets it, so the next crossing is announced immediately instead of serving out a wait that belongs to a problem somebody already dealt with.
A named list, not a role
Recipients are the addresses your admins list, so it goes to the people who actually work the queue. Removing an address there is how you stop sending it, and any recipient can still opt themselves out from the message.