Document Alerts and Subscriptions

Subscriptions and alerts are a powerful way to be alerted of changes that occur to files or folders kept in the records management system.

For example, when subscribed to a file or folder, a user in payroll will automatically notified of expense reports that need processing.

Subscribing to Files or Folders

Users can subscribe to be alerted of changes to folders or individual
documents in the document management system.

From the FileHold Desktop Application interface of the document management system use the folder or file dropdown menu and select the “Alert Me of Changes” option. Once the user has subscribed to a folder, the folder icon will change indicating that the user is now subscribed to the folder.
Note: Menus are accessible by right clicking on the folder or document name.

Managing and Deleting File Subscriptions

Users can manage their document subscriptions using FileHold’s records management solution. To access a user’s personal alert page, click on the “My FileHold Document Alerts” menu option in the file structure of the document management system. From there users can select the “Manage My Alerts” button to access their personal alerts.
A user may disable the alert on a folder or file from one of two locations:

• Using the folder or file dropdown menu, select “Disable Alert”.
• From the FileHold Desktop Application of the records management system, the dropdown menus are accessible by right clicking on the folder or document name.

Notification of Changes to Files or Folders

Users are notified of changes to documents that they tagged from their alerts page. Users can access their personal alerts page by clicking on the “My FileHold Document Alerts” menu option located in the file structure of the documents management system. Users can be optionally notified by email. Users can choose how to be notified from the “My Alert Preferences” option.

Set personal preferences for Alerts

Users personal alert preferences are changeable by right clicking on the My FileHold section of the documents management system and selecting the My Alert Preferences option. The following form will appear allowing you to change your alert settings.

Triggering a Folder Alert

The following actions can be tracked by the document management system and be used to trigger folder alerts.
Users can set which actions they want to have cause alerts from their My Alert Preferences page.

• New documents are Added to the folder
• Documents are Transferred to the folders
• Documents are Deleted from folders

Note: Users must be subscribed to the folder before they can receive alerts.

The following actions can be tracked by the document management system and be used to trigger file alerts. Users can set which actions they want to have cause alerts from their “My Alert Preferences” page.

• A new version of a document is Checked-in
• Metadata values are updated for a document