Notifications

Notifications enable Document Governance administrators to enable or disable various types of notifications based on the needs and preferences of their organization or team.

Notifications allow you and your collaborators to know when something changes in a document, version, or draft that you are associated with. The notification includes a copy of the activity log item that triggered the notification, as well as links back to the referenced document, version, or draft, so that you can take quick action.

Default behavior

• Notifications are managed by Document Governance administrators. 

• Global notifications are off by default in Document Governance environments and must be enabled by Document Governance administrators.

• Global notifications are managed on an environment-by-environment basis. For example, Administrators may turn notifications off in their development environment but turn them on in their production environment.

• Notifications are managed at the group level. To define notification types for users, users must be added to groups (for example, the Legal team or the Compliance team) and notifications are defined for that group type.

  • If a user is not in a group with defined notifications, they will receive all notifications for the document to which they have access.

• Document Governance administrators receive all notifications about all documents, unless and until notifications are adjusted for the Administrator group.

• Each notification that is enabled triggers both an email notification and a notification in the Document Governance interface.

Enable and disable global notifications

1. From the Administration tab, select Notifications.

2. Do one of the following:

   • To enable global notifications, move the toggle to the right.

   • To disable global notifications, move the toggle to the left.

Manage group notifications

1. Click the Administration tab, then click Groups.

Note: If you need to add a new group, see Add a new group.

2. For the group whose notifications you want to manage, click themenu and select Manage Notifications.

3. Toggle on all notification types that you want this group to receive.

4. Click X to close the window.

Notification types and triggers

The following table lists the notification types, what triggers them, and where the user is notified.

Notification type	Notification trigger	Where user is notified
Document created	Document is created	Email and user interface
Document metadata edited	Document metadata is edited
Document workflow step advanced	Version workflow for the document is set to advance
Document version created	Document version is created
Document version deleted	Document version is deleted
Draft created	Document draft is created
Draft approved	Document draft is approved by approver
Draft deleted	Document draft is deleted
Draft merged	Document draft is merged
Draft rejected	Document draft is rejected
Draft synced	Document draft is synched
Draft submitted	Document draft is submitted
Document version published	Document draft is published