Workflow notification- Why is it helpful and how does it work?

The notification tool is used for two primary purposes:

1. Reporting to users/users group about a registry's creation/revision.

2. Provide registry reading access to notified users.

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

Registry 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 this article: Workflow permissions explained.

How to notify users/user groups?

1. Open the registry page and click on Notifications (Image below).

2. Select users/user groups by clicking on their corresponding checkbox. Once you're done, click on Save.

3. An automatic notification email will be suggested by AGIR, containing a link to the registry. However, sending this notification email is optional. 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 workflow list of subscribers. Notified users will have reading permission. However, workflow access will be maintained even if a user is removed from the notification list. The removed user will only be excluded from future notifications.

 TIP   You can activate an automatic notification service for new registry. This service allows for notification emails to be sent automatically by AGIR to all workflow 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 check for notified users (Image below).

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