Mentions
is only available on the following plans:
Momentum
Go
Essentials
Quotes Business
Quotes Team
Quotes Solo
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. When inventory drops below threshold, your purchasing team receives a mention linked to the relevant product. 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.
75%
Faster response times with document-linked mentions compared to email or standalone messaging apps that require constant context switching.
90%
Reduction in miscommunication by connecting every message to specific documents and line items, eliminating "which one?" clarifications.
100%
Complete audit trail with permanent records showing who requested what, when, and why for total accountability across all projects.
Document-Linked Communication
Problem:
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. Someone messages "Can you review this quote?" but doesn't include the quote number. You ask "Which quote?" They reply "The one for ABC Company." You search for ABC Company quotes and find three active ones. Five messages later, you've finally identified the correct document and wasted ten minutes on a simple request. This context switching happens dozens of times per day across your team, consuming hours of productive time while increasing frustration and errors.
Solution:
Zigaflow mentions connect every message directly to the specific document being discussed. When you mention someone on a quotation, job, or invoice, they don't just get a message—they get a direct link that opens that exact document with full context. The quote number, customer details, line items, history, and everything relevant loads automatically. No hunting. No back-and-forth to clarify which document. The conversation and the work exist in the same place, eliminating context switching entirely. Your team spends time doing work instead of explaining what work needs to be done.
Complete Audit Trails
Problem:
When requests get made through casual messaging apps or verbal conversations, they disappear into accountability black holes. Three weeks later, a customer is angry because something wasn't delivered, and nobody can prove who was responsible. "I thought you were handling that." "No, I asked John to do it." "I never received that request." Without documented proof of who requested what and when, disputes become he-said-she-said arguments that damage relationships and waste management time. Your team operates in a fog of unverifiable requests where accountability is impossible to establish.
Solution:
Every mention in Zigaflow creates an automatic, permanent audit trail attached to the relevant document. Management can see exactly who mentioned whom, when they made the request, what specific line item or task was discussed, and how the recipient responded. This documentation isn't buried in chat logs—it's attached to the quotation, job, or invoice where the work actually happens. Disputes vanish when you can pull up the document and show precisely what was requested and when. Accountability becomes objective fact rather than memory contest, protecting both team members and the business.
Highlight Specific Line Items
Problem:
You send a message to your procurement team: "Can you source alternatives for this?" 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. They guess wrong and source alternatives for the wrong product. Now you've wasted their time, your time, and delayed the quote. When documents contain multiple products or services, vague references create constant confusion. "Can you verify that spec?" "Did you approve this supplier?" "Check the delivery date on that item." Nobody knows which "that" you're referring to, leading to repeated clarifications and errors.
Solution:
Zigaflow allows you to mention team members on specific line items, not just entire documents. When they receive the mention and open the quotation or job, that exact line item is automatically highlighted, drawing their attention precisely where it's needed. They immediately know you're asking about line 23 out of 47, eliminating all ambiguity. This granular specificity works for complex documents with dozens of items, ensuring everyone focuses on exactly the same thing. No more guessing which item needs attention—the system shows them exactly what you meant.
Instant Pop-Up Notifications
Problem:
Your team works across different locations, time zones, or schedules. Someone needs urgent input on a quotation, so they send an email—but the recipient doesn't check email for three hours. They try calling but get voicemail. They send a Slack message that gets buried under other notifications. The quote sits waiting while the customer expects a response. Critical requests get delayed because there's no reliable way to get someone's immediate attention on urgent matters. Your team operates at the speed of the slowest notification method, missing opportunities because communication can't move fast enough.
Solution:
Zigaflow mentions send instant pop-up notifications directly within the system plus email backup, ensuring team members see urgent requests immediately. When someone mentions you, a notification appears on your screen right away, regardless of what you're working on. Click the notification and you're instantly viewing the relevant document. For team members working in Zigaflow throughout the day, this creates near-instant communication for time-sensitive matters. The dual notification system (pop-up and email) ensures important requests never get lost while respecting that people work at different paces and on different schedules.
Operational Messaging, Not Just Chat
Problem:
Your team communicates using standalone messaging apps that exist separately from your business operations. Conversations happen, decisions get made, but this valuable context never makes it into your CRM, project management, or quoting systems. When someone reviews a completed job six months later, they see the final numbers but have no idea what discussions and decisions led to those outcomes. Messaging silos create institutional knowledge problems where understanding why things happened requires tracking down people and hoping they remember. New team members can't learn from past projects because the conversations that shaped decisions aren't accessible.
Solution:
Zigaflow mentions live inside your operational documents rather than in a separate messaging system. All discussions about a quotation, job, or invoice are permanently attached to that document, creating comprehensive records of not just what happened but why. When you review a completed project, you see the entire communication history alongside the financial and operational data. This preserves institutional knowledge, helps team members learn from past decisions, and ensures nothing important gets lost when people leave or forget. Your communication becomes part of your business intelligence rather than ephemeral chat.
Automated Mention Triggers
Problem:
Critical moments in your workflow require specific team members to be notified, but remembering to do this manually creates bottlenecks and errors. A high-value quote gets accepted but your operations manager doesn't find out for two days because the sales rep forgot to notify them. Inventory drops below reorder point but nobody mentions the purchasing team. A customer pays an invoice but accounts receivable isn't informed. These manual notification failures cause delays, missed deadlines, and frustrated team members who feel left out of important developments. Your workflow relies on people remembering to communicate, which they inevitably forget during busy periods.
Solution:
Zigaflow integrates mentions with automated workflows, triggering notifications to specific team members when predefined conditions occur. When a quote over £10,000 is accepted, your operations manager automatically receives a mention linked to that quote. When inventory drops below threshold, purchasing gets mentioned on the affected product. When payment arrives, finance gets notified on the specific invoice. These automated mentions ensure critical handoffs never get forgotten while eliminating the manual communication burden. Your team stays coordinated without anyone needing to remember to notify everyone—the system handles coordination automatically based on your business rules.
All Mentions in One Dashboard
Problem:
Requests and notifications come from everywhere—email, Slack, Teams, phone calls, sticky notes, hallway conversations. Some team members struggle to track everything they've been asked to do because requests are scattered across multiple systems and communication channels. Important mentions get lost in email threads. Urgent notifications disappear in messaging app noise. There's no single place to see all the requests awaiting your action or to track which ones you've addressed. This fragmentation leads to dropped tasks, missed deadlines, and team members feeling overwhelmed by the inability to get a clear picture of their responsibilities.
Solution:
Zigaflow provides a centralized dashboard showing all mentions directed at you, organized by status and priority. See every request for your input or action in one place, regardless of which document or workflow triggered the mention. Click any mention to jump directly to the relevant quotation, job, invoice, or line item with full context. Mark mentions as resolved when you've addressed them, keeping your action list current. This single source of truth for all requests eliminates the mental burden of tracking responsibilities across multiple systems. Your team gains clarity about what needs their attention right now versus what can wait, improving focus and ensuring nothing falls through the cracks.
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How it Works
Add Your Team
Start by adding all team members who need access to Zigaflow and setting their permissions. Each person gets a unique login, and you define who can view, edit, and approve different types of documents. This setup determines who can be mentioned and ensures people only receive notifications for documents they have access to. Configure email addresses to ensure mention notifications reach the right people both in-app and via email backup.
1
Tag Team Members
Open any quotation, job, order, invoice, or other document and use the @ symbol followed by a team member's name to create a mention. Write your message explaining what you need—approval, input, information, or action. The mention can be at the document level for general questions or on specific line items when you need attention on particular products or services. Your message becomes part of the document's permanent record.
2
Instant Alerts
When you mention someone, they immediately receive a pop-up notification in Zigaflow (if they're logged in) plus an email notification as backup. Both notifications include your message and a direct link to the specific document. If you mentioned them on a line item, that item is automatically highlighted when they open the document. They see complete context—the full quotation, customer details, history, and everything relevant to respond appropriately.
3
Work in Context
Team members respond directly on the document where they were mentioned, keeping all communication attached to the relevant work. They can reply with information, ask clarifying questions, make updates to the document, or take whatever action was requested. All responses appear in the document's activity timeline, creating a complete conversation thread. This keeps related discussions together and ensures anyone reviewing the document later sees the full context.
4
Review Communication History
All mentions remain visible in each document's timeline, showing who requested what and when. Management can review mention history to understand decision-making processes, verify who was responsible for specific actions, and ensure accountability. Team members use their mention dashboard to track requests they've received and see which ones still need attention. This creates transparent, accountable communication that supports both day-to-day coordination and long-term quality management.
5
Can I mention multiple team members on the same document?
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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?
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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?
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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?
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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?
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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?
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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?
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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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