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Navigate to the Global Settings section in your user account or administration panel.
Look for the option for email notifications
Click the appropriate option to open email notification settings.
Within these settings you can then make the desired configurations to ensure you receive notifications according to your preferences. Remember to adjust the settings based on your needs and ensure they comply with your organization's privacy policy and security standards.
Create new notification:
Click the button to add or create a new notification.
Email Notification Configuration:
Name: Enter the name here
The identifier for the notification, helping users recognize the purpose of the notification setting.
Document Type: Select the document type you want to receive a notification for. This could be adding a new document, deleting a document, updating a document, or other relevant events.
Associates the notification with a specific document type, allowing for targeted alerts based on the document's processing cycle.
Status: Specify the status or condition that should trigger a notification when it changes. This could be a specific workflow status, an approval status, an error status, or any other relevant status.
Priority: select the appropriate priority. For example, this could be "Low", "Medium" or "High".
Sets the urgency level of the notification, which can prioritize the email alert in the recipient's inbox.
Delay: Enter the desired amount of time to specify the delay time before sending the notification. This could be done in minutes, hours or days depending on your system settings.
By configuring a delay time before sending the notification, users have enough time for any cancellations or corrections before the alert is issued. This can help prevent errors and improve user experience.
Email Address: Enter the email addresses of the recipients to whom the notification should be sent. Users can enter multiple email addresses to specify multiple recipients. This could mean that notifications are sent to specific email addresses based on the properties of the document in question or the user's role.
Actionable Insights:
Send Email to Assigned User: An optional setting that, when enabled, automatically sends notifications to the user assigned to the document, ensuring that the responsible party is always informed.
Save: After entering all the required information, click "Save" button to save the notification settings.
To edit, disable, or delete existing notifications and adapt them to changes in document processing workflows or user responsibilities, you can do the following:
Navigate to notification settings: Go to your system's settings where you can manage notifications. You can find these in the “Settings” section, “Global Settings” and then under “Email notification”.
Look for the list of existing notifications: In the notification settings you will find a list of existing notifications. This list shows you all notifications that are currently set up.
Edit a notification: To edit an existing notification, find the notification in the list and select the edit option. This allows you to change the notification settings, such as the document type, status, triggering events or recipients.
Turn off a notification: If you want to temporarily turn off a notification, find the notification in the list and select the option to turn it off. This will temporarily stop the notification without deleting it, so you can reactivate it later if necessary.
Delete a notification: To permanently remove a notification, find the notification in the list and select the delete option. This will completely remove the notification from the system and cannot be restored.
Adapt to Changes: Periodically review your notification settings and adjust as necessary to reflect changes in document processing workflows or user responsibilities. This could include updating notifications due to new events, changed responsibilities, or other organizational changes.
Save the changes: After making your changes, don't forget to save them for them to take effect.
By regularly reviewing and adjusting your notification settings, you can ensure that your notifications always meet current needs and workflows. This helps ensure efficient communication and ensures that the right people are notified of important events in a timely manner.
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