Setting Up Alerts

The Alerts feature in Caplena helps you stay on top of emerging trends, spikes in feedback, and important changes in sentiment or topic frequency

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Types of Alerts

When you click Create new alert, you’ll be prompted to choose one of three options: Agent Prompt (featured) Get AI-generated reports delivered on a schedule or on demand. Write a plain-language prompt describing what you want to know and how often, Caplena’s agent will analyze your data and send you a report. New Topics Alert Get notified when brand-new topics emerge in your feedback, revealing early signs of market shifts, product issues, or opportunities. Topics Trend Alert Stay ahead of trends by auto-detecting shifts in sentiment, mentions, or frequency. Customize thresholds or let auto-digest do the work.

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How to Set Up an Alert

• Go to your project and open the Alerts tab.
• Click Create new alert.
• Choose your alert type and click Next.
• Fill in the details and configure your schedule.

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Agent Prompt Alerts

This is the most flexible alert type. You write a custom prompt telling Caplena what to analyze and report on. Configuration options:

• Alert name — Give your alert a descriptive name (e.g. “Weekly Pricing Changes Report”).
• Filters — Scope the alert to specific segments of your data.
• Alert prompt — Write your instruction in plain language (up to 1,000 characters). Describe what to analyze, what to summarize, and any comparisons to make.
• Schedule — Choose One off, Daily, Weekly, Monthly, or Quarterly. For recurring schedules, set the hour (and day of week for weekly, monthly, and quarterly).
• Notification delivery — Send to yourself or to someone else. The recipient becomes the alert owner if they’re a member of your organization (see Alert ownership).

What You’ll Receive Once your Agent Prompt alert runs, Caplena will send you a formatted email report tailored to your prompt. The agent decides the best way to present the findings — this could include narrative summaries, tables, breakdowns by segment, or a mix, depending on what makes most sense for the question you asked.

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New Topics Alert

Get notified as soon as brand-new topics appear in your feedback. This is useful for catching emerging issues, product bugs, or shifts in customer language before they show up in trend data. Configuration options:

• Alert name — A descriptive name (e.g. “New Topics – Support Feedback”).
• Filters — Scope the alert to a segment of your data (e.g. a specific channel, product, or time window).
• Column — Choose which text column to monitor for new topics.
• Minimum mentions — Set how many times a topic must appear before it’s flagged as “new”. Higher thresholds reduce noise; lower thresholds surface issues earlier.
• Schedule — Choose One off, Daily, Weekly, Monthly, or Quarterly. For recurring schedules, set the hour (and day of week for weekly, monthly, and quarterly).
• Notification delivery — Send to yourself or to another user. If the recipient is a member of your organization, they become the alert owner (see Alert ownership).

What you’ll receive An email listing each newly detected topic, the number of mentions, and sample verbatims so you can quickly assess whether it warrants action.

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Topics Trend Alert

Stay ahead of shifts in your data by monitoring how existing topics change over time. Use it to spot spikes in complaints, drops in praise, or sentiment swings on specific themes. Configuration options:

• Alert name — A descriptive name (e.g. “Pricing Sentiment Drop”).
• Filters — Scope the alert to a specific segment (channel, region, product line, etc.).
• Topics to monitor — Select one or more topics, or use auto-digest to let Caplena surface the topics that changed most.
• Metric — Choose what to track: mention count, share of feedback, or sentiment.
• Threshold — Define the change that should trigger the alert (e.g. sentiment drops by more than 10%, or mentions increase by more than 25%). Leave blank when using auto-digest.
• Comparison period — Compare against the previous period, the same period last year, or a custom baseline.
• Schedule — Choose One off, Hourly, Daily, Weekly, Monthly, or Quarterly. For recurring schedules, set the hour (and day of week for weekly, monthly, and quarterly). Hourly schedules run at the top of every hour and don’t take an hour or day-of-week setting. Year-over-year comparison isn’t available for hourly alerts.
• Notification delivery — Send to yourself or another user.

What you’ll receive An email highlighting each topic that crossed your threshold, the direction and size of the change, and a comparison against the baseline period.

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Recipient restrictions

For security reasons, alert recipients are restricted by email domain — you can’t send an alert to an arbitrary external address:

• Same-domain recipients — You can create an alert for any email address matching your organization’s domain (either the root user’s domain or the domain of the user creating the alert).
• Other users in your organization — You can create an alert for any other registered user in your organization, even if their email domain is different, since they’re already part of the account.
• External addresses — You cannot create an alert for an email address that’s both outside your organization’s domain and not a registered user.

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Alert ownership

Each alert has an owner — by default, the user who created it. Ownership controls who can edit or delete an alert and where it appears. Visibility

• Project Alerts tab — shows every alert configured on the project, regardless of owner. Use the Owner filter to narrow the list to a specific teammate.
• Report Alerts tab — shows only the alerts you own.

Editing and deleting By default, you can only edit or delete alerts you own. In addition to the owner, the following users can also edit, delete, and send test runs for alerts they don’t own:

• Organization root users
• Project owners — the user listed as the owner of the project the alert belongs to

Other project members with edit access on the project cannot manage alerts they don’t own — the project-level edit permission on its own does not grant alert management. If you can’t edit an alert, ask the owner, a project owner, or an organization root user to make the change, or have them transfer ownership. Transferring ownership To hand an alert over to a teammate, edit it and set Notification delivery to their email address. If the recipient is a member of your organization, they automatically become the new owner and the alert moves to their Report Alerts tab.