Telegram · WhatsApp · Email · In-app
Work order notifications: automatic alerts on stage changes and new stock documents
ELX work order notifications are Telegram messages, plus WhatsApp when enabled, sent automatically to the people concerned when an order enters a new stage or a stock document is created. Assignees also see a real-time in-app alert when a dispatcher assigns them an order, and a daily digest goes to managers at the time you set.
What do ELX work order notifications cover?
Every alert starts from an event inside ELX and goes to recipients chosen by permissions and the parties on the document, not to whoever someone remembers to message.
Stage-change alerts
When a work order enters a new stage, a Telegram message goes to every user who can view that stage's screen, has notifications on and has a registered number, with the same alert on WhatsApp when enabled.
Alerts on new stock documents
Creating a receipt, issue, return, scrap or transfer document sends the items and quantities to the recipient, the responsible engineer and the warehouse manager. See warehouse and materials for the movements themselves.
Instant alert on assignment
When a dispatcher assigns an order from the survey, permits, execution, quality, certificate or drawing distribution screen, the assignee sees a real-time in-app alert and a browser notification that opens the record.
Scheduled daily digest
At the time the administrator sets, a digest goes out with orders registered today, receipts per stage, order aging buckets, workload indicators and the day's stock operations. Read what the digest covers.
Linked Telegram channel
A Telegram account is linked and confirmed with a one-time code, then messages go to phone numbers through a paced queue that respects Telegram's sending limits. Each user has a Telegram number, an on/off switch and a test button.
WhatsApp when you need it
The administrator switches the WhatsApp channel on or off at any time. Messages go through an external messaging gateway, with a sender number, default recipients and a test message.
Email forms from editable templates
Four official forms (permit application, material matching, survey material matching and disconnection request) are filled with work-order data and emailed to several recipients through the mail server set in settings.
Message log with send results
Telegram and WhatsApp messages are logged with the recipient number, send result and any error; the Telegram log screen adds search by number and a result filter.
How does your team use notifications day to day?
Your administrator sets up channels and users in settings, and alerts then follow your work orders automatically. Matrix provides user training and technical support alongside ELX.
- 1
Set up channels and users
The administrator links the Telegram account with a one-time code, switches WhatsApp on if needed, then registers each user's number, turns notifications on and tests sending.
- 2
Relay between stages
When an order moves to its next stage, a background message goes to users who hold that stage's permission and have notifications on, so the relay never waits for sending to finish.
- 3
Assign from the distribution screen
When a dispatcher assigns an order, the alert appears straight away in that user's notification list and as a browser notification; one click opens the record in its stage.
- 4
Keep the warehouse in the loop
Creating a receipt, issue, return, scrap or transfer document sends the items and quantities to the recipient, the responsible engineer and the warehouse manager. Bulk imports send their messages after saving.
- 5
Review the day
The digest goes out at the set time, and the administrator checks the Telegram message log to see what was sent, what failed and why.
Why manual follow-up in WhatsApp groups falls short
When follow-up runs on calls and one-off messages, the next team can miss a new order, engineers cannot see what the storekeeper issued, and managers end up chasing every supervisor for status. ELX ties each message to the event behind it.
- Alerts start from events: a stage relay, a new stock document or an assignment.
- Recipients come from permissions and the parties on the document, not from memory.
- Messages carry the order number and stage, or the items and quantities, so nobody retypes them.
- Delays show up in the digest's order-aging buckets and on the dashboard.
What is sent, to whom, and on which channel?
A summary of notification events, channels and recipients. Edits to existing stock documents, reserved-quantity documents and assembly-warehouse documents do not send alerts.
| Event | Channel | Sent to | What it contains |
|---|---|---|---|
| A work order enters a new stage | Telegram, plus WhatsApp when enabled | Users who can view that stage's screen, have notifications on and have a registered number | WhatsApp message: order number, name, stage, date and a details link |
| A new stock document: receipt, issue, return, scrap or transfer | Telegram, plus WhatsApp when enabled | Recipient, responsible engineer and warehouse manager, with a WhatsApp copy to default recipients | Movement type, document number, warehouse, work order, date, item codes and quantities |
| An order is assigned from the survey, permits, projects, connections, quality, certificate or drawing distribution screen | Real-time in-app alert and browser notification | The assignee | A link that opens the record directly |
| The daily digest at the set time | Telegram, plus WhatsApp when enabled | Users with the digest screen permission and Telegram on, or a fallback list | Company summary, per-user summary and the day's stock operations |
| A permit application, material matching, survey material matching or disconnection request form is sent | Default recipients for each template, plus other addresses | A form built from an editable template and filled with work-order data |
Work order notifications: common questions
Can ELX send work order alerts on WhatsApp?
Yes. When the WhatsApp channel is switched on, ELX uses an external messaging gateway to send stage-change alerts, stock document alerts and the daily digest. The administrator sets the sender number and default recipients, sends a test message and can switch the channel off at any time. Every message is logged with the number, related order, stage and send result.
Who is notified when a work order moves to a new stage?
The alert is sent to users who can view the new stage's screen, have notifications switched on and have a registered number. Alerts therefore follow the same permission matrix that controls what each user sees. Messages are sent in the background, so relaying an order is never held up by sending.
Does ELX alert us when a work order passes its time limit?
There is no separate delay message. Delays show up in the daily digest's order-aging buckets (0–2, 3–7, 8–14 and over 14 days), stage lists flag orders past their time limit, and the dashboard shows late orders per stage. When settings make justification mandatory, an overdue order cannot be relayed until a delay justification is entered.
How do I know a message was actually sent?
ELX keeps a log of Telegram messages with the date, phone number and send result, successful or failed, plus the error when sending fails. You can search by number, filter by result and open the full message. WhatsApp messages are logged with their send result too. The log shows the result on the system's side; it does not confirm that the message arrived or was read.
Can we change the digest time or send it immediately?
Yes. The digest time is set in hours and minutes, and changes apply without restarting the service. Administrators can also send the digest immediately and check the service status and log. It goes to users with the digest screen permission and Telegram on, or to a fallback list. Our guide to the daily work order digest explains what it covers for each user and for the company.
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Want to see ELX on your own projects?
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