Can I mention multiple team members on the same document?

Yes, you can mention as many team members as needed on any document. Each person receives their own notification and can see all mentions on that document, not just the ones directed at them. This is useful when multiple people need to be aware of or contribute to a discussion. For example, you might mention both your operations manager and procurement specialist on a quote that requires coordination between departments. Everyone stays informed, and the entire conversation remains visible in the document timeline for complete transparency.

What happens if someone is mentioned but doesn't have access to that document?

Zigaflow's permission system prevents you from mentioning people who lack access to a document. When you type the @ symbol to create a mention, only team members with appropriate permissions for that document type appear in the suggestion list. This prevents accidental information leakage and ensures notifications only go to people authorized to view that content. If you need someone's input on a document they can't currently access, you'll need to adjust their permissions first through your user management settings before you can mention them.

Can I mention someone on a line item versus the whole document?

Yes, Zigaflow supports mentions at both the document level and on individual line items. This granularity is particularly powerful for complex quotations or jobs with many items. When you mention someone on a specific line item, that item is automatically highlighted when they open the document, eliminating any confusion about which item needs their attention. Use document-level mentions for general questions or discussions about the entire order, and line item mentions when you need input on specific products, services, pricing, or specifications. Both types appear in the document timeline and create the same audit trail.

How do I see all the mentions I need to respond to?

Your Zigaflow dashboard includes a mentions section that shows all notifications directed at you, organized by document and date. This centralized view helps you track which requests need your attention and which you've already addressed. You can filter mentions by status, document type, or date to find specific requests quickly. Click any mention to jump directly to the relevant document with full context. Once you've responded or completed the requested action, the mention moves to your resolved list, keeping your active workload clear and manageable.

Can mentions be triggered automatically by the system?

Yes, Zigaflow allows you to configure automated mentions through workflow rules. You can set conditions that trigger mentions to specific team members when certain events occur. For example, automatically mention your operations manager when any quote over a certain value is accepted, or notify your purchasing team when inventory drops below reorder point. These automated mentions work exactly like manual mentions - they create notifications, link to relevant documents, and appear in the audit trail. This automation ensures critical handoffs never get forgotten while eliminating the manual burden of remembering to notify everyone at the right moments.

How do mentions integrate with email notifications?

When someone is mentioned, they receive both an in-app pop-up notification (if logged in to Zigaflow) and an email notification as backup. The email includes your message and a direct link that opens the specific document when clicked. This dual notification system ensures urgent requests get immediate attention from active users while providing email backup for people working outside the system. Team members can respond either through Zigaflow or by replying to the email, and their response attaches to the document automatically. This flexibility accommodates different working styles while maintaining centralized communication records.

Can customers or external suppliers receive mentions?

No, mentions are an internal team collaboration feature designed specifically for coordination between your employees. Customers and suppliers interact with your business through dedicated channels like eForms for approvals, email for general communication, and customer portals for document access. This separation ensures your internal discussions remain private while keeping customer-facing communication professional and organized. If you need to notify customers or suppliers about something, use Zigaflow's automated email messaging or manual email features instead, which are designed for external communication and maintain appropriate boundaries.

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Document-Linked communication

Before

Your team uses Slack, Teams, or WhatsApp to discuss work, but these conversations exist in a vacuum separate from the actual documents you're discussing.

With Zigaflow

Zigaflow mentions connect every message directly to the specific document being discussed.

Complete audit trails

Before

When requests get made through casual messaging apps or verbal conversations, they disappear into accountability black holes.

With Zigaflow

Every mention in Zigaflow creates an automatic, permanent audit trail attached to the relevant document.

Highlight specific line items

Before

" but the quotation has 47 line items. They open the document and spend five minutes scrolling through trying to figure out which item you meant.

With Zigaflow

Zigaflow allows you to mention team members on specific line items, not just entire documents.

What you get

Tag any colleague into any record with @mentions
Instant in-app notifications when you are mentioned
Loop team members into jobs, quotes, or orders
Keep conversations attached to the right record
Reduce internal email threads and message scatter
Full mention history visible on every document
Works across every module in Zigaflow

How it works

Add your teamStart by adding all team members who need access to Zigaflow and setting their permissions.
Tag team membersOpen any quotation, job, order, invoice, or other document and use the @ symbol followed by a team member's name to create a mention.
Instant alertsWhen you mention someone, they immediately receive a pop-up notification in Zigaflow (if they're logged in) plus an email notification as backup.
Work in contextTeam members respond directly on the document where they were mentioned, keeping all communication attached to the relevant work.
Review communication historyAll mentions remain visible in each document's timeline, showing who requested what and when.

What is Zigaflow Mentions?

Zigaflow Mentions transforms internal team communication by connecting every message directly to the documents that matter. Unlike standalone messaging apps like Slack or Teams where conversations exist separately from your work, Zigaflow's mentions system embeds communication directly into your quotations, jobs, orders, invoices, and even individual line items. When you mention a team member, they receive both an instant pop-up notification and an email that brings them directly to the relevant document with full context already loaded.

This document-centric approach eliminates the endless context switching that plagues traditional messaging systems. No more asking "which project are we talking about?" or digging through message history to find the relevant quote number. Every mention happens in the context of specific business documents, creating an automatic audit trail that shows exactly who requested what, when they requested it, and where in your workflow the conversation took place. This isn't just messaging - it's accountability built into your operations.

The system works at multiple levels of granularity. Mention someone at the document level for general questions about a quotation or job, or mention them on specific line items when you need input on particular products, services, or tasks. When a team member receives a line item mention, Zigaflow automatically highlights that specific line when they open the document, drawing their attention exactly where it's needed. This precision eliminates ambiguity and ensures everyone knows exactly what action is required.

Zigaflow mentions integrate seamlessly with automated workflows, allowing the system to notify team members automatically when specific conditions are met. When a high-value quote is accepted, your operations manager gets mentioned automatically. This combination of manual and automated mentions creates a responsive, intelligent communication system that keeps your entire team coordinated without manual effort. It's internal communication that actually moves work forward rather than creating additional overhead.

Frequently asked

Works with Mentions

Features

Works Orders Quotes Jobs/Orders

Industries

Promotional Products & Branded Merchandise Construction & Trade Audio-Visual Office Furniture

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