Documents' Notification - Why is it helpful and how does it work?

The notification tool has two purposes:

1. Report to users/user groups about a document's creation/revision.

2. Provide document reading access to notified users.

The notification tool is common to document management, process management, and equipment management. Document management is explained in this tutorial.

Document access provided by the notification tool is part of several access management methods. More permission management methods for documents are described in more detail in Configuring document workflows' permissions - Workflow statuses, Administrators, and readers.

How to notify users/users groups? 

1. Open the document page (Image below).

2. Click on Notifications and then select users/user groups by clicking on their corresponding checkbox.

3. After doing all steps above (1 and 2) click on Save. An automatic notification email will be suggested by AGIR, containing a link to the document. However, sending this notification email is an option. If the email isn't sent, the query access/permission will be created regardless.

 ATTENTION  Creating notified user access will add these users to the document list of subscribers. Notified users will have reading permission. However, document access will be maintained even if a user is removed from the notification list. The removed user will be only excluded from future notifications.

The concept of subscriber permission is a characteristic associated with the document. It means that notifications are given regardless of document revision. If you wish to remove the notified status between revisions, you must do so manually in the Access list of the respective document.

 TIP   You can activate an automatic notification service for new documents or new document revisions. This service allows for notification emails to be sent automatically by AGIR to all document subscribers, so you don't have to worry about sending emails manually. However, it is recommended to contact our team before activating this service since it consumes some of AGIR's and the server's resources.

How to consult the notified users list?

Accessing the list of subscribers is the correct way to consult notified users (Image below).

 TIP  Did you know you can customize a document notification message? Follow the steps on this tutorial: How to customize the notification message for a document (e-mail)?

 PERMISSIONS  Only the document editor/approver can edit a document's notified users list. Administrator permission is needed for configuring the notification message.