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User Preferences Guide

Use User Preferences to control three things about your Hapax account:

  1. Notifications (what you’re alerted about, and how)

  2. Memories (the personal context Hapax uses to tailor Chat)

  3. Integrations (connect Google/Microsoft so you can move files in/out of Hapax)

Changes are per-user and take effect immediately once saved.

Where to change your preferences

  1. Open User Profile

  2. Go to User Preferences

  3. Update the section you need (Notification Settings, Memories, Integrations)

  4. Select Update Preferences to save (when shown)

What’s in User Preferences

1) Notification Settings (your in-app + email alerts)

Notification Settings let you choose whether each event sends:

  • In-app notification (shows in the Notification Center)

  • Email notification (sent to your inbox)

You can toggle In-app and Email on/off per event type (as listed in your organization’s Notification Matrix).

Approver-specific options (limited but useful)

If you’re an Approver, you may also see extra controls for the four approval-related events:

  • Document Submitted

  • Document Progressed

  • Document Returned/Rejected

  • Document Approved

These settings apply only to your approver notifications (they don’t change what others receive).

Defaults (what most users start with)

  • In-app is typically ON by default for common events so you don’t miss key outcomes (including Document Upload success/failure, which appear in the Notification Center by default).

  • Email defaults are conservative (often OFF), except for events that usually require action (e.g., failures/returns).

You can change defaults anytime in User Preferences → Notification Settings.

Practical recommendations

  • Keep In-app ON for outcomes you want to see later (uploads, approvals, workflow results).

  • Turn Email ON only for items you must act on quickly (failures, returned approvals).

  • If you’re an approver: keep In-app ON for all approval events; use Email for the few that truly require immediate attention.

Common examples

  • Reduce noise: Email OFF for “Workflow success,” keep In-app ON

  • Don’t miss problems: Email ON for “Workflow failure” and “Approval returned”

  • Approver-focused: In-app ON for all approval events; Email ON only for “Submitted” and “Returned”

2) Manage Memories (edit/delete)

Memories are short, factual notes about you and your work that Hapax uses to personalize future chat responses.

How Memories affect Chat

  • Helps Hapax tailor terminology, scope, regions, and the type of outputs you prefer

  • Reduces back-and-forth (“already tailored” answers)

  • Out-of-date memories can bias responses—keep them current

Best practices

  • Keep Memories short, factual, and durable (role, region, business unit, priorities)

  • Review when your responsibilities change (quarterly is a good habit)

3) Integration Settings (connect Google/Microsoft)

Integrations connect Hapax to your enterprise tools (commonly Google Workspace/Drive or Microsoft 365/SharePoint/OneDrive) so you can reference, attach, and deliver content smoothly.

How Integrations affect the platform

  • Chat: reference/attach files from connected drives; Hapax may help you use relevant connected content when you ask

  • Workflows: pull input files from shared drives; send output documents/emails to your connected accounts

  • Vault: import or save finalized artifacts back to your enterprise storage (subject to your org’s policies)

Best practice

  • Connect the account(s) where your team actually works to make handoffs seamless.

Quick reference

Preference What it controls Affects Sensible default
Notification Settings In-app/email per event type Awareness & response time In-app ON for most events; Email ON for failures/returns
Memories Personal context Hapax uses Chat relevance 5–10 clear, current items
Integration Settings Google/Microsoft connection Chat, Workflows, Vault Connect your primary work account(s)

FAQ

Can I manage notifications per event type?
Yes. Toggle In-app and Email on/off for each event in Notification Settings.

Are there team-level notification preferences?
No. Preferences are user-level only. Approvers just get extra controls for approval events.

Can I disable all email notifications?
Yes. Turn Email OFF for the events you don’t want (you can still keep In-app ON).

I’m an approver—how do I avoid inbox overload?
Keep In-app ON for all approval events, and enable Email only for the ones you must act on quickly (commonly “Returned” and sometimes “Submitted”).

Do my preference changes affect other users?
No. Preferences apply only to your account.

Do Memories change how Hapax replies?
Yes. Memories guide assumptions and context so responses are more relevant to you.

What should be a Memory vs. a document?
Use Memories for enduring personal context (role, region, recurring tasks). Use documents for detailed policies, procedures, and data.

Do Integrations mean Hapax can read everything in my drive?
Hapax can only use items you select or share, subject to your organization’s policies. Integrations mainly enable smoother handoffs and file workflows.