Document alerts

Document alerts allow you to be alerted of changes that occur to files or folders kept in the Library. For example, a user in payroll subscribes to an Expense Reports folder that notifies them of when an expense report needs processing by sending an alert.

You can choose to set alerts on both folders or documents. Once changes have been made to either the folder or the document, you will receive an alert in the Document Alerts area of My FileHold. You set what the type of document or folder changes you want to be notified of and the email address to send the notifications to in your Alert Preferences.

Users can also be notified via email and alerts of specific date based events called User Defined Events. For example, policies must be updated or reinstated at least once every three years. The policy team would like to review the documents 60 days before the three year anniversary. The event can be set up so that every three years, the owner of the policy will be notified 60 days prior to the policy expiry date. User defined events are set on the document schema by the Library Administrator.

You cannot trigger alerts for changes that you have made. You receive a notification only when users, other than yourself, make changes.

To set an alert on a document or folder

  1. Right-click on a folder or document and select:

  • Alert Me of Changes on a folder.

  • Notify Me > Alert Me of Changes on a document.

  1. You will receive a message stating that “You have subscribed to be alerted when this file changes”. Click OK.
    If an alert has been set on a folder, an email icon will appear on the folder icon:

    Email alert on folder
  2. You will receive email notifications about your alerts if you have configured your Alert Preferences.

Managing alerts

Document alerts are those documents or folders that have been set to trigger an alert. You can view your document alerts in My FileHold > Document Alerts. You may also receive an email notification if your system is configured to do so.

Folder alerts can be triggered when:

  • New documents are added to the folder.
  • Documents are transferred to the folders.
  • Documents are deleted from folders.

Document alerts can be triggered when:

  • A new version of a document is checked in.
  • Metadata values are updated.

The type of alerts you receive is set in your Alert Preferences. In order to receive any new alerts on a document, the current alert must be "marked as read". Once documents are marked as read, then any new alerts are emailed and appear in the Document Alerts folder.

To mark an alert as read

  1. Go to My FileHold > Document Alerts and select an alert from the list.

  2. Click Mark as Read. The alert is removed from the list.

To remove an alert or reminder

  1. Go to My FileHold > Document Alerts and click Manage Alerts.

  2. In the Manage My Alerts window, select the file or folder you want to remove the subscription to and click Remove X.

You can also disable an alert on a folder or document by right-clicking and selecting Disable this Alert.