A email notification can be automatically sent out to selected 'Notify' parties whenever a Document record is created or updated in specific instances.
This Document email notification is applicable for Document records created within a Contract, Party or Framework record.
To enable the notification you must have the 'Notify' field on your Document record layout.
If you do not already have this field on your layout, you can adjust the required layouts via the 'Define Form layouts' option in the Configuration area. You will need to click the 'Show system fields' checkbox to see the new 'Notify' field to select it.
Please refer to this article for more information about Form Layouts.
- Complete the Document record as normal.
- Add as many Notify' parties as required using the drop down list.
- When [Saved] an initial Notification will be sent out to all Notify parties
- An update Notification will be sent out if:
- A Notify is added/removed
- An Attachment is added/removed
Note: Notifications will NOT be sent out if an Attachment is edited and the version updated.
For a Contract Document record you can select a Contract Role rather than a specific person as a Notify.
When the Notification is sent out it will send to whoever has been assigned that Role in the People tab, if multiple People have been assigned the same Role then they will all receive the Notification.
When the Notification is sent out, a copy of all current Attachments in Documentation record will be included in the email.
The email text within the Notification can be adjusted if required. Please refer to this article about Notification Templates for full details on how to amend.