MDF Notifications and Background Jobs
MDF sends email at the moments that matter, and runs three daily sweeps that catch things people miss. Both are configured on the Settings tab.
Notifications
Each notification can be switched on or off independently. All are on by default except one.
| Notification | Sent when | Default |
|---|
| Request submitted | A partner submits a fund request | On |
| Request decided | A request is approved | On |
| Request rejected | A request is returned for revision | On |
| Request declined | A request is finally refused | On |
| Activity decided | An individual activity is decided | On |
| Claim submitted | A partner submits a claim | On |
| Claim reimbursed | A payout is issued | On |
| Claim window closing | A claim deadline is approaching | On |
| Low unused balance | A partner is under-spending their allocation | Off |
Low unused balance is the only notification off by default. Switch it on if you want account owners prompted to chase partners who are not spending their allocation - it is the one that protects budget from lapsing.
Rejected and declined are deliberately separate so you can word them differently: one asks for a revision, the other closes the matter.
The Three Daily Sweeps
| Sweep | What it does |
|---|
| Approval service level | Finds approval steps past their due date, reassigns them to the step's escalation user and notifies them. A step already escalated is not escalated again. |
| Claim expiry | Warns partners whose claim window is closing, using the lead time set in Expiry notification days (default 14, minimum 1). |
| Low balance | Flags allocations whose usage is below the Low-balance threshold (default 20%, range 0-100). Off unless you enable the notification. |
They can also be run manually, which is the quickest way to confirm a configuration change behaves as you expect rather than waiting a day.
What the sweeps do not do. They do not approve, reject or pay anything, and they do not release commitments on unclaimed funds. Escalation moves work to someone who can act; it never decides on their behalf.
Checking They Are Working
| Symptom | Likely cause |
|---|
| Overdue approvals are never escalated | The job is not scheduled, or the steps have no escalation user set. |
| Partners say they got no deadline warning | The claim-window notification is off, or the lead time is shorter than you think. |
| Account owners get no low-balance alerts | Low unused balance is off by default - switch it on. |
| A partner got the same warning repeatedly | Should not happen: each job targets an exact day or an unescalated state. Raise it with support with the dates involved. |
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