The Notifications feature is a project-level feature that may be available to administrators depending on permissions. It allows an administrator to configure one or more rules that determine whether a notification should be sent, what types of events should trigger a notification, who it should be sent to, and what the notification should say to the recipient.
Notifications must be configured at project level by an administrator, it is currently not possible for individual users to ask to be notified of specific events.
Adding a new rule
New notification rules can be added from the 'Rules' tab in the Project settings menu. The following options are available when configuring a new rule:
| Field | Property | Description |
|---|---|---|
| Name | Name for the specific rule. It is recommended that a detailed and descriptive name is give in order to recognise the rule in a long list. | |
| Trigger event | New record | If a new record is added to the selected worksheet, the notification rule will be triggered. |
| Record change | If an existing record is edited or deleted in the selected worksheet, the notification rule will be triggered. | |
| Document removed from folder | If a document is moved into another folder, or deleted, from the selected folder, the notification rule will be triggered. | |
| Document added to folder | If a document is uploaded into or moved from another folder into the selected folder, the notification rule will be triggered. | |
| Date alert | Any worksheet configured with a date field type can be used as a notification trigger. The rule can be set up to send the notification on the date that is being entered in the field, or at a specified time before or after the date. This time can be measured in minutes, hours, days, weeks, months or years. | |
| Description | This field may be used to describe the rule in more detail. | |
| Actions | Notify: Fixed user or groups | Any user or group that has been added to the project is available as a target for notification rules. These users or groups will receive an email whenever an event triggers the relevant notification rule. |
| Notify: Context dependent user | If a worksheet is configured with a field of type 'user' or 'multiple users', this field can be used to trigger a notification email to be sent to the user/s that have been entered into the record on creation or change. This allows the notification email to be sent to different users depending on context. | |
| Email subject | The subject heading of the email that will be sent when the notification rule is triggered. | |
| Notification text | The body text in the email that will be sent when the notification rule is triggered. |
Actions on Rules
Once Notification Rules are configured, they appear in a table on the 'Rules' page of a project. The following actions can be performed on a Rule:
- Activate
- Deactivate
- Edit
- Delete
Deactivation is indefinite. A deactivated rule will not be deleted, and can be Activated at any time.
Deleted rules can not be reinstated. Deletion is permanent.