Hints and Tips Library - notifications

The Owner(s) of Child asset(s) now get notified when the Parent asset reaches its expiry date.

Superusers / Systems Guardians can deliver a message to a group of users/all users by sending a Notification via the system. Use the left-hand side menu > Add New > Notification. If sending this to all active users on the system, type "ALL_USERS" in the "Send To" field.

The default view in Notifications is "To do" and "Me" – showing you everything that you need to action. These views can be changed to show what is currently with your team, and everything that is:

• Overdue,
• Finished, or
• All deliverables that aren’t currently with me (or anyone in my team, if viewing "Team") but will reach us at some point in the deliverable, as we've been named as a user in a role at a task. This gives a good overview of not only what you / your team have to do just now, but also what’s on the horizon.

You can filter Notifications by both Campaign/Project number and Deliverable Type. This makes it easier to view, plan & prioritise all tasks related to specific Project(s). The “Filter” button is highlighted when filters have been applied, and after use will always default back to showing everything.

Where different priorities have been configured in your system, the "priority" column in Notifications will show what was selected at the point the deliverable was set up e.g. Fast-track, Urgent, etc.

In addition to deliverable task notifications, the Notifications tab also displays two other types of alerts, shown in gold:

• No assigned user – alerts appear only for Deliverable Owners where the current task of a deliverable has no user assigned and disappear when a user is assigned or when the workflow is finished.
• Subscribed Assets Change – alerts you when assets that you have subscribed to are updated, expire or are archived, i.e. have changed their status.

The "Assigned to" column in Notifications is an actionable dropdown, and allows the task to be quickly and easily reassigned between Team members, by selecting another user.

The 'Subscription notifications and acknowledgements report' can be used to see the history of all asset subscription notifications, and whether the users have acknowledged receipt of them or not.

The 'Subscriptions by User' report shows you where users have requested to be alerted whenever particular assets are updated. It gives an indication of which assets are seen as important, and being regularly used by different parts of the business - e.g. Sales, Operations teams, etc.

Subscribe to the 'Tasks in Deliverables with No Assigned Users' report as a regular way of monitoring / identifying where current tasks are unassigned / won't progress. These tasks will also sit at the top of your Notifications area, in gold, prompting you to take action.

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If you Ignore a comment, or disagree with what’s been said, use the reply feature to ‘@’ the person who provided the comment that you are ignoring (best practice). This then notifies them via email, so any challenges can be addressed as quickly as possible, helping to prevent any delays in Final Approval.

Add an Out of Office marker from the Notifications area, so that systems users can see when you’re not available to pick up work.

Add comments into a workflow from the Notifications area – useful if you’re allocating work, as you can comment without having to access the workflow!

Access workflows directly from Notifications or emails - just click on the link!

See and manage your team’s tasks from the Notifications section - click on Team. Reprioritise work accordingly by using the drag and drop functionality.

Use the @ function (e.g. @JoeBlogs) in Mark up or generally anywhere you can post comments, to ensure that the person the feedback is for is directly notified via the system and email.

If you refer to / use the same assets on a regular basis e.g. for Sales, subscribe to those assets so you'll be notified when changes are made to them.