12.2 Delayed notification

The upper table on this page indicates what notification is currently being received by anyone who has access to the folder (see section 4.5) to which the document belongs. The first column displays the name of a folder member. The next 4 columns indicate the frequency with which this user is being notified about each type of action (read, change, move, create). The final column contains a "change" button which may allow you to change this particular setting. Note that only the person who set up the notification and the user for whom it was set may alter an existing notification setting.

The lower part of the page allows you to set additional notification for selected individuals.

To set delayed notification for an object (see Figure 12.2-1):

Select "Delayed" in the drop-down list marked "Create new notification emails"
Select the user(s) to receive the mails
Click "Create"

(The list of users is obtained from the list of members who can view or access this object - i.e. the folder members.)

You will be taken to the Notification settings page for this object for this user, where you may configure the precise nature of the notification for the user(s)(see Figure 12.2-3), including when the first (next) email will be sent and the frequency of the emails. Check the box under the types of event you wish each user to be notified about. (Note that both delayed and instant notification, if any, on this object for this user are displayed on this page.)

The three buttons beneath this table are:

Done - make the changes you have made take effect and refresh to the folder view
Apply - make the changes you have made take effect and refresh to this page
Clear changes - disregard any changes you have made and refresh to this page

Click on "Done" when you are ready to return to the folder view.

Figure 12.2-1: The Notification Settings page for an object.

12.2.1.2 Setting Delayed Notification on folders

Delayed notification is set on workspaces and shared folders in the same way as on documents. When notification is set on folders, events occurring on documents and folders within it will be included in the notification email. The Notification action is available on the | Notification menu for the folder itself and, when you are inside the folder, on the View/Change menu. Both of these actions will take you to the folder's notification settings page (see Figure 12.2-1).

Notification set on a folder is inherited by the folder's contents. Thus, if notification is switched on for Create events, adding a document to a subfolder will trigger a notification email. It is possible to disable notification so that it is not inherited below a certain level in the folder hierarchy - see section 12.2-3)

"Creating" a new delayed notification sets a "root" level for this notification. It is only possible to specify or alter the date and time at which the next email will be sent at the "root" level of the delayed notification. However, it is possible to configure the types of events which trigger a notification email at subfolder level - see section 12.2.2.2

Setting or editing event notification registers an event in itself - so that it is possible to recognise the history of changes which have been made to a particular notification setting. These events are recorded in the usual ways - see section 4.7.3.

Note: If a user is receiving notification on the same object arising from a variety of notification settings, the Notification settings page for that object will display themost frequent notification setting for each type of event for the user. Only by clicking on "Change", will it be possible to see all of the various notification settings which apply for that user on that object.

12.2.2 Checking and editing delayed notification

12.2.2.1 Checking delayed notification

12.2.2.2 Editing delayed notification

12.2.2.1 Checking delayed notification

If notification is set on a folder and also explicitly set on objects within the folder, several email messages may be sent containing the same (or overlapping) event information. In order to determine why multiple messages are being sent and how to reduce the number of emails, it is important to be able to find out where these notifications are being initiated.

Once a notification setting has been set for an object, the display on the "notification settings" page for the object will display the frequency with which each user is being notified about each type of event. It is therefore possible to view the notification for each object by clicking | Notification to view its Notification Settings page.

It is possible to display all notifications which are currently being sent to you by clicking on to go to your Personal Notification Settings - see Figure 12.2-2.

Your Personal Notification Settings show you at a glance all of the objects for which you currently have notification set. If someone else set up a delayed notification for you, their name is shown in the "Set By" column.

Clicking on any of the notification settings in your Personal Notification Settings, you takes you to the Notification settings page for the object.

Note the different icons which may be displayed on this page (and other pages related to event notification:

"Root" level delayed notification - active
"Root" level delayed notification - inactive
Delayed notification - active
Delayed notification - inactive
"Root" level instant notification - active
"Root" level instant notification - inactive
Instant notification - active
Instant notification - inactive

"Active" notification settings will result in content being added to email messages whereas "inactive" settings will not.

Figure 12.2-2: The Personal Notification Settings page.

12.2.2.2 Editing delayed notification

It is only possible to alter the date and time at which an email is sent at the "root" level of the delayed notification. Similarly, the frequency of the notification can only be edited at this level. Note that the name of the root level object is always displayed on the object's Notification settings page. (If you wish to alter the frequency of notification on a particular object, you should add a new notification setting to this object.)

However, the types of event about which notification is received for each object at the "root" level can be altered by checking the boxes under the respective events types.

To alter the types of events which are notified on a folder or document which inherits its notification settings from another folder, you will need to edit the existing settings. On the object's Notification settings page, click "Change Notification" in the row for the user whose notification settings you wish to modify. You will now be taken to the Notification settings page on the object for this user- see Figure 12.2-3. To modify notification settings inherited from a higher level, click on "Edit Notification" and then use the check boxes to select the types of event in which you are interested.

Note 1: Note that if you did not set up the delayed notification initially, or you are not the user for whom the notification has been set, you will not be able to edit the existing settings. Therefore, "Edit Notification" and "Remove Notification" will not be displayed.
Note 2: If the notification settings are inherited from elsewhere in the folder structure, the Root Setting of the Notification settings page - as shown in Figure 12.2-3, is a link directly back to the root level from which this notification has been inherited.

To revert to the types of events about which the "root" level was sending notification, click "Reset Notification" on the object. (The behaviour of the "Disable Notification" action is discussed in the following section.)

Remember that editing notification settings registers an event in itself and these events are recorded in the usual ways - see section 4.7.3.

Figure 12.2-3: Editing Delayed notification.

12.2.3 Disabling delayed notification

In normal circumstances, notification will be sent for all documents within the "root" level where the notification was set. Thus, notification set on a workspace would result in notification being received about all of its subfolders. If you do not wish to receive email on a particular subfolder, you may Disable notification on it.

Go to the subfolder's Notification settings page for the appropriate user in the usual way. (For yourself, you could go to your Personal Notification Settings, by clicking on . And then click on the name of the notification object which you wish to disable. To alter another user's notification, go to the subfolder's Notification settings page by clicking on | Notification and then click "Change Notification" in the same row as the user's name.

Check the box in the Disable column for this subfolder. Disabling the delayed notification in this way prevents events at this level or events on objects it contains being included in this email notification. If another email message is being sent about objects at a lower level, this will be unaffected. Objects "above" this in the hierarchy will be unaffected.

12.2.4 Removing delayed notification

Delayed notification can only be removed at root level. At other levels, it can be disabled [see section 12.2.3] or all types of events unchecked which will have a similar effect.

Alternatively, in your Personal Notification Settings, selecting the object for which you wish to remove notification and click on Selected | Reset Notification (or Selected | Disable Notification if you simply wish to switch off notification at this level (and below) for the time being).

If some effort has gone into setting up complicated notification on folders and subfolders, it may be preferable to disable the notification at its root level rather than removing it - in case it is required at a later date.

Note 1: Delayed notification will automatically stop on objects if they are removed from inside the hierarchy of their root setting, e.g. if a folder is cut from its original position within the workspace where the notification was set and moved into a completely different workspace.
Note 2: Delayed notification will automatically stop on objects if the member to whom the notification is being sent is removed from the hierarchy where the notification is set, e.g. if a member is removed from the workspace where notification was set.

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