Overview
Smart Notifications are event-driven alerts that fire when a specific action occurs on a CRM record — such as a field being updated or a record being created. Because of this, they cannot be used to automatically detect when an account's birthday is today. This guide explains why and describes the correct approach using a workflow.
Before You Begin
You should have access to CRM Settings in Dazos.
You should have permission to create and manage Workflows.
Familiarise yourself with how Smart Notifications work before attempting this setup — see Understanding Smart Notifications: Setup, Configuration, and Use Cases.
Why Smart Notifications Won't Work for Birthday Alerts
Smart Notifications only trigger at the moment a defined event occurs on a record (for example, a field is updated or a record is created). They do not run on a schedule or automatically scan all records each day.
This means if an account's Date of Birth already equals today's date, but no field on that record is changed, the Smart Notification will never fire. The notification has no mechanism to check daily whether a birthday condition is true across all accounts.
Smart Notifications are event-driven — they respond to real-time changes on a record.
Smart Notifications are not time-based — they cannot scan records on a daily schedule.
A birthday alert requires a daily check — this is a scheduled, time-based operation.
⚠️ Important: Do not recommend Smart Notifications for use cases that require scanning records on a daily or recurring schedule. This includes birthday alerts, follow-up reminders based on elapsed time, and similar date-based triggers.
The Correct Approach: Use a Workflow
For a notification that alerts your team when any account's birthday is today, you need to create a scheduled workflow in the CRM. A workflow can be configured to run on a daily schedule, evaluate a date condition (such as Date of Birth equals today), and send an alert to the relevant users.
💡 Tip: When building the workflow, use the same AND/OR and All/Any condition logic available in reports and Smart Notifications to define your birthday condition precisely.
Steps: Setting Up a Birthday Alert Workflow
Navigate to Settings → Workflows (or the equivalent Workflow management area in your CRM configuration).
Click + Add New Workflow (or the equivalent button to create a new workflow).
Set the trigger type to a scheduled or time-based trigger so the workflow runs daily.
Add a condition that checks whether the account's Date of Birth matches today's date.
Define the action — for example, send a notification or alert to the relevant users or team.
Save and activate the workflow.
Verification / Expected Result
Once the workflow is active, it will run on its defined schedule and send alerts for any accounts whose birthday falls on that day — without requiring any manual field updates or record changes.
Troubleshooting / Common Errors
Notification never appears using Smart Notifications: This is expected. Smart Notifications require a real-time trigger event. Switch to a workflow as described above.
Workflow not firing: Confirm the workflow is set to active and that the scheduled trigger is correctly configured. Verify the date condition logic matches the format of the Date of Birth field in your CRM.
Alerts firing for wrong accounts: Review the condition logic in the workflow. Ensure the date comparison is set to match today's date exactly, accounting for year (if needed) or month and day only.