Document Management: Document Subscriptions
& Notifications FAQ
Subscriptions and notifications are a powerful way to be
alerted of changes that occur to files or folders in the FileHold library.
For example, by subscribing to the ‘Expense Report Processing’
folder Bob in payroll can be automatically notified of expense reports
that need processing. James can be notified by email every time a new
version of the ‘Product pricelist’ is added to FileHold.
What can I subscribe to?
Users can subscribe to be alerted of changes to folders or individual
files in FileHold.
How do I subscribe to a Folder or File?
Using the folder or file contextual menu select the Alert Me of Changes
option. Using the FileHold desktop application contextual menus are accessible
by right clicking on the folder or document name. The folder icon will
change indicating that you are subscribed to the folder.
How can I manage / delete my folder or file subscription?
Users can disable a folder or file from one of two locations.
Using the folder or file contextual menu select the Disable
Alert option. Using the FileHold desktop application contextual menus
are accessible by right clicking on the folder or document name.
By clicking on the Manage My Alerts button from their alerts
page. Users can access their personal alerts page by clicking on the My
FileHold > Document Alerts menu option from the library tree.
How am I alerted of changes to documents or contents
of folders?
Users are notified of changes from their alerts page. Users can access
their personal alerts page by clicking on the My FileHold > Document
Alerts menu option from the library tree. Users can be optionally notified
by email. Settings for how a user is alerted are accessible from the My
Alert Preferences option.
How do I change my personal preferences for how
I am alerted?
Users personal alert preferences are changeable by right clicking on the
My FileHold node of the Library tree and selecting the My Alert Preferences
option. The following form will appear allowing you to change your alert
settings.
What user actions will trigger a folder alert?
The following actions can be tracked 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 you have subscribed to
- Documents are Transferred to the folders you have subscribed to
- Documents are Deleted from folders you have subscribed to
What user actions will trigger a file alert?
The following actions can be tracked 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 I have subscribed to is Checked-in
- Metadata values are updated for a document I have subscribed to
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