Adding notifications

You can create a notification to be sent as an email each time a view is changed. To add a notification, you must either be a workspace administrator or have the Notifications and Messages workspace permission.

Procedure

  1. Click Configure > Notifications. The available notifications are displayed.
  2. Click Add Notification.
  3. Specify the Notification Information settings:
    1. Active: Select this check box to keep the notification active.
    2. Type a title and description for the notification.
    3. Base the notification on the view: Select the view on which the notification is based. The view must contain the attributes that you want to use in your notification. If you create a notification about changes to a view, the history logs of the attributes must be activated. If you create a notification about the current content, the view must contain all the attributes that you want to include in the notification.
      Note:
      • Filters on this view are not used.
      • If the view contains a rule that is set to Current user, the view is run as the member you select from the Use date and number format settings of the member list.
      • When Detail level of body text is set to Detailed, file attributes in the view are included as attachments in the notification. To be delivered correctly, the attached files from your File attributes must not exceed the limits.
    4. Use date and number format settings of the member: Select the member whose date and number format settings are used for the notification. All members in the workspace are listed.
    5. Send a notification with: Select whether to send notifications about all changes or all current content.
    6. Look for changes every: Select the time interval at which to check for changes.
  4. Specify the Compose Notification Message settings:
    1. Send to the members in: Select the attribute or view whose members you want to send the notification to.
      Note: If the view contains a rule that is set to Current user, the view is run as the member that you select from the Use date and number format settings of member list.
    2. CC: Select the attribute or view whose members you want to send a copy of the notification to. The values in this list are the same as the values in the Send to the members in field.
    3. BCC: Select the attribute or value whose members you want to send a blind copy of the notification to. The email address of this recipient is not visible to the other recipients in the notification. The values in this list are the same as the values in the Send to the members in and CC fields.
    4. Exclude the editing user: Select this check box to exclude the user who made the change from receiving the notification. This check box is visible only for notifications of the All Changes type.
      Note:
      • When the CC and BCC fields are enabled and if there are multiple users in CC and BCC fields, the changes that are made in the notification time interval are sent in multiple emails. Each email has a different member in the CC field. If the CC field is blank, the users receive all changes in one email.
      • When more than one person changes elements during the interval in the Look for changes every field, all users receive the notification.
    5. Subject: Type a subject for the notification. For an example, see the default text in this field.
    6. Header text: Enter a header text for the notification. For an example, see the default text in this field.
    7. Detail level of body text: Select the detail level of the notification: Brief, Normal, Detailed, or Customized. For more information about the detail levels, see “Notification types.”
    8. Footer text: Enter your own notification footer text. This text is displayed after the list of changes and current content in the notification email.
  5. Click OK. The notification is added to the list of notifications. Active notifications have the icon. Inactive notifications have the icon. To toggle between active and inactive notifications, click the icon.

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