How to use mentions and notifications in Vaiz
Mentions in Vaiz help you reference people and workspace items directly inside your work. You can use them to connect tasks, documents, milestones, boards, projects, and conversations without copying links manually.
To learn how to configure notification settings, see How to manage notifications in Vaiz.
Where you can use mentions
Mentions are supported in two surfaces:
- Editor content — task descriptions, milestone descriptions, and documents.
- Comments — under tasks, subtasks, documents, and milestones.
Inside both surfaces, mentions work in most editor elements: regular text, tables, quotes, and lists.
Note: code blocks are not supported.
Step 1. Add a mention
Click inside the text area where you want to add a mention and type “@”.
A mention menu will open. By default, it shows members first, but you can switch between sections to find other items.
You can mention:
- users
- documents
- tasks
- milestones
- boards
- projects
Note: To see all available types, open “All” in the mention menu and scroll through the list.
To find a specific item, start typing its name, title, task ID, or email address for users.
Search requires an exact match – unlike global search in Vaiz, the mention menu does not correct typos. So check spelling if the result does not appear.
Once inserted, mentions appear as styled links. Task and milestone mentions show their title prominently, so the reference is easy to spot inside long documents.
Step 2. Understand when mentions send notifications
Mentions inside documents, descriptions, tables, quotes, and other editor content work as references only. They do not appear anywhere in your notifications – not in the bell, the inbox, or email.
To notify someone, mention them in a comment and send the comment. This works under tasks, subtasks, documents, and milestones.
For example, if you mention a teammate inside a document body, they will not receive a notification. The same mention inside a comment will create a notification.
Comment updates work separately. To receive notifications about regular comments, you need to follow the task, document, or milestone.
Step 3. View mention notifications
When someone mentions you in a comment, the notification appears in Vaiz.
You can find it in:
- the notification bell in the top-right corner
- the inbox in the left sidebar
If email notifications are enabled, you may also receive an email.
Note: The email includes the location of the mention and the comment text. You can open the related item directly from the email.
Step 4. Open mentioned user details
Mentions remain interactive after insertion.
Click a user mention to view additional profile details. If available, this can include the person’s name, role, email, phone number, profile description, and the date they joined the space.
Note: This works for mentions in both comments and editor content.