12.3 Instant notification

12.3.1 Setting instant notification

12.3.2 Checking and editing instant notification

12.3.3 Disabling instant notification

12.3.4 Removing instant notification

12.3.1 Setting instant notification

Instant notification is ideal for notifying users of important occurrences within Business Collaborator. For instance, it will alert you as soon as a vital document has been updated. Note that instant notification cannot be set on a folder or workspace as it could result in a vast and irritating number of emails messages.

To go to the Notification settings page, click   |  Notification  for the object on which you wish to set up instant notification. To set instant notification:

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

Remember that the "Instant" option will not be available on folders, workspaces or your Home - use delayed notification on these instead.

You will be taken to the Notification settings page for that object for that user. By ticking boxes in the row marked "Instant", you can choose which types of events the user should be notified about instantly. (Note that both delayed and instant notification on the object for this user are displayed on this page.) Click "Apply" to commit your changes but refresh to the current page and "Done" to commit changes and refresh to the folder view containing the object.

The table on the Notification settings page for the object will be updated to indicate the types of events which will trigger emails to be sent and to which users. Note that both instant and delayed notification are displayed in this table. The frequency of delayed notification for each user for each type of event is displayed, whereas for instant notification, the word "Instant" is shown.

Note 1

For instant notification, the "root" object of all notification settings is the user's home, not a particular folder or workspace.

Note 2

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

12.3.2 Checking and editing instant notification

12.3.2.1 Checking instant notification

12.3.2.2 Editing instant notification

12.3.2.1 Checking instant notification

You can check instant notification set on any object by clicking  |  Notification  on the object and looking at the table in the top half of the Notification settings page.

In your Personal Notification Settings, all instant notification is presented in a separate section, below delayed notification (see section 12.2.2.1).

12.3.2.2 Editing instant notification

You can edit instant notification set on any object by clicking  |  Notification  on the object to view the Notification settings page and then "Change Notification" in the table in the top half of page beside the object for which you wish to edit the notification. This will take you to the Notification settings page on the object for the user you selected and includes both delayed and instant notification settings for this user.

If no notification is currently set for this user, different types of event can be selected by checking the relevant boxes in the "Instant" row of the table. If the user is already receiving some instant notification, click "Edit Notification" and then amend the types of event about which they are being notified instantly. Clicking "Reset Notification" in this row will restore the notification settings to their default state - no instant notification set for any type of event.

Note 1

Any user may alter the instant notification for another, regardless of whether they set it initially or whether they are the user whose notification they are editing.

Note 2

Altering instant notification for a user will register a Change event on the object. This event includes whose notification was changed, the name of the user who edited the notification and when they did so.

12.3.3 Disabling instant notification

In order to switch off instant notification on an object and reduce the number of email messages being received by users:

• Go to the object's Notification settings page
• Click "Change Notification" for the users for whom you wish to prevent instant notification
• Check the box in the Disable column for this object
• Click "Done"

If the user for whom you wish to switch off instant notification is yourself, you may remove the instant notification as described in section 12.3.4.

12.3.4 Removing instant notification

Instant notification settings for yourself may be removed by going to your " 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 on this object for the time being).

Note 1

The root level object for instant notification cannot be removed.

Note 2

Instant 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.