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I’ve checked the documentation, but I don’t exactly have clarification on this point, since the explanation is spread across a few different articles.

I’m trying to make comments work a little better for my org, and I’m looking into using User fields to auto-set comment watchers. Based on the docs, I understand that “Notify users with base access when they’re added” means they’ll be automatically watching the record for incoming comments, but the language of that sentence is a little unclear. I’m afraid to turn on the setting for fear 200+ people are about to get hundreds of emails. Some questions about how this setting works:

  • Do only users with base access get notified? Are interface users not included?
  • Is the implication that adding a user to that field gives them base access? (Almost certainly a no, but the sentence can be read that way.)
  • What does “notify” mean in this case? Are users notified by email when they’re initially added to the record, or are they just added as comment watchers? I already have an automation system set for these records that send to these users on record creation/update, and an extra “You’ve been added to this record” email would not be helpful or welcome.
  • A lot of these User fields are actually Lookups fields of a User field in a common phonebook table. Lookup fields don’t include the User field settings. If the User field from a linked record has “Notify base users” set, is that user notified if that  User field is used as a Lookup in another table?
  • Do only users with base access get notified? Are interface users not included?

    Notifications are triggered by direct actions within the base, interface, or through specific automation setups. (source)
     
  • Is the implication that adding a user to that field gives them base access? (Almost certainly a no, but the sentence can be read that way.)

    Users who are selectable in a user field already have some kind of permission in the workspace where your base/interface resides. Users will need workspace, base, or interface access to appear in the dropdown. (source) 

    You will get a popup to give them access to workspace or base when they don’t have access yet.
     
  • What does “notify” mean in this case? Are users notified by email when they’re initially added to the record, or are they just added as comment watchers? I already have an automation system set for these records that send to these users on record creation/update, and an extra “You’ve been added to this record” email would not be helpful or welcome.

    Unless users have turned off their email notifications or their email address is unconfirmed, they will receive an email at the email address associated with their Airtable account. (source)

    After adding users to a record, they automatically start watching the record and its associated comments—meaning they are notified when someone comments. (source)
     
  • A lot of these User fields are actually Lookups fields of a User field in a common phonebook table. Lookup fields don’t include the User field settings. If the User field from a linked record has “Notify base users” set, is that user notified if that  User field is used as a Lookup in another table?

    I don’t think so. 

 

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